Learn how to set up an approval workflow on your Google Form with Form Publisher.
First, create a Google Form, your template and configure Form Publisher. Then follow the steps below.
1. Add approvers to your Google Form
Go to the ‘Sharing options & Notifications’ screen. There are two ways of adding approvers, depending on your use case:
1.1. The approver is not the same person as the form respondent
Simply add the email addresses of each approver under 'Sharing options & Notifications':
Tips: If you have inserted a dropdown item containing email addresses in your Google Form, you can also reuse the title as the approver marker (make sure to remove the form owner's email address from the list):
1.2. The approver is the same person as the form respondent
In that case, make sure that you do NOT select 'Collect email addresses' in your form settings:
Then manually add a new question title (or Short answer item) called 'Email address' in your Google Form, and reuse the <<Email address>> marker as approvers:
2. Enable the approval workflow in Form Publisher
Then make sure to activate the approval workflow option, and save it.
3. Check that the approval workflow is correctly activated
First, make a test by submitting a form. Then open your responses spreadsheet:
Finally, check that the ‘[Form Publisher] Validation’ column header has been correctly added to your Google Sheet:
You are now ready to use the approval workflow.
Comments
16 comments
Hi, in the approval workflow, i need to send PDF to other accounts once it had been approved. First, just the manager to receive an email with the Approve Reject option, then once approved the rest of the team receives an email with the PDF Attached.
sidebar pictures are not up to date in this example
Hi Eric,
Thanks a lot for spotting this detail, it has been added to our roadmap.
Thanks again
Richard
I would like to achieve the same as Orlando. Do you have an option for this?
Hi Ilse Form,
Unfortunately a multi approval feature to generate files is not available for the moment.
We apologize for the inconvenience.
Hi,
I have set up approval workflow. I was receiving approval/rejection emails but after receiving a couple of them, I have stopped receiving them. I can see the responses are being published and getting saved in my GDrive but I am not getting email notification for approval/rejection
Hi Hammad Pai,
If this happens, have a look at this article that provides solutions for your issue https://support.form-publisher.com/hc/en-us/articles/213629105-Form-Publisher-is-no-longer-generating-files-or-sending-emails
However, if it doesn’t solve your problem, could you contact us here https://support.form-publisher.com/hc/en-us/requests/new and provide us with your template and spreadsheet in order to allow us to investigate this issue.
Thanks
Hello,
I have created an approval workflow using Google Forms Publisher. One of the fields in the form is a file upload. When the PDF is generated for the approver, they do not have access to view the upload. I am automatically granted access as the owner of the form, but I won't be the one doing the approvals. Is there a way to change the sharing settings on the file upload so my approvers can automatically view and dont have to request access?
Thanks!
Ellen
Hi Ellen,
One solution would be to share your spreadsheet with other approvers so they can access to the files uploaded by clicking on the link generated as explained in this article: https://support.form-publisher.com/hc/en-us/articles/360003641620.
If you have other question or issue, please let us know with our contact form here: https://support.form-publisher.com/hc/en-us/requests/new
Thanks
Hi Remi,
Unfortunately, this did not work. This only gave my approver access to the spreadsheet, but still did not allow him access to the linked document in the spreadsheet. I had to manually give him access.
Hi,
Could you help to guide or explain in further for setting-up a routing/sequential approval/signature on template publisher please..?
I tried to follow "approval workflow", including to put/write "workflow status/signature/date" but it seems not a code/syntac for a couple/sequential routing workflow..
Say the routing will begin with re-confirmation/e-signature of respondent who submit the form, then must be acknowledeg/validate by certain role whether being inputed on form or manually setting-up on publisher "form/menu" , before FINAL Approval workflow to the Authorized Role.. How should we setting-up such workflow & its syntac ? both in template (syntac) and publisher menu..?
above condition show requirement flow :
signature-1 for respondent re-confirm it own submission.
signature-2 for acknowledment of the submission from respondent.
signature-3 for final Authorized Role Approval/Agreed after acknowledgement.
Thanks in advance..
I created a workflow form and setup all of the approvers. I removed myself as an approver but my email address is the one all of the clients are responding to. I have 5 approvers and I would like the approval email to show the approvers email not mine. Is there a way to do this?
Hi, is there any way to send the generated PDF file to the respondent (who is not an approver) when the form is submitted? The gnerated PDF file is derived from a spreadsheet template used for calculation of the submitted form data.
I unchecked "Collect email addresses" and added the respondent's email to the receipant's list but then the receipant was allowed to approve even when I set the access to "view" or "comment". So is everyone on the receipant's list has to be an approver with no option to become viewer only?
Hi!
Is it possible to arrange the approval in sequence.
Example in a three (3) level approval the first approver must approved the application before the second can receive the application an so the third approver.
Thank you.
Correct me if I'm wrong, but as of today Form Publisher's Approval Workflow isn't capable of routing a document similar to Form Approvals? In other words, a published form cannot be routed to Manager A, then Manager B, then Manager C etc.?
Hi,
The approver is not a Gmail user but using the email of his work organization. His email had been added in the sharing option and is receiving the notification from Form Publisher. When click on the approval email, the approver is linked to form publisher website and prompt to login with his organization email ("A request has been sent to you Please login with your account <organization email> to approve, sign, or reject the request"), yet the 3 login options available below is only Google, Facebook, and Twitter.
How can the approver proceed from here or is there any setting need to change?
Thank you very much.
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