Approvals in Workflow Manager ensure that key tasks are validated before moving forward, making Approvals ideal for Workflows where accuracy, compliance, or validation is important. Workflow Manager empowers System Administrators to create Workflow Templates with Approvals as part of the Workflow process.
Access and Permissions
The ability to view, create, edit, or approve tasks depends on your Permission Sets.
- Workflow Manager Administrator - This Permission Set allows a user to read, create, edit, and delete approvals within Workflow Templates.
- Configuration - This Permission Set allows a user to access the Configuration App to view, create, edit, and delete Workflow Templates.
- Workflow Manager Approver - This Permission Set allows a user to approve workflow tasks.
- Workflow Manager - This Permission Set allows a user to read approval summaries.
Approval Process
When a task in a Workflow needs approval, an Administrator adds an Approval Step to the Workflow Template and assigns that Approval Step to a specific user or role. Only the assigned user can approve or reject the task. The Administrator also determines what happens with the Workflow if the task is Rejected.
In this example, the Approval step requires review and approval for new account forms submitted in step three.
Here's how the Approval Process works on the Workflow:
- The Workflow automatically assigns the Workflow task requiring Approval.
- The Assignee receives a notification to review and approve the task.
- The Assignee reviews the task and chooses either Approve or Reject.
Note: The Approval task is then marked Complete and cannot be reopened.
- If Approved: The workflow continues and assigns the next task.
- If Rejected: The Approver provides a reason for rejection. The workflow will either reopen the previous task for review and resubmission or it will cancel all future tasks based on the Rejection settings in the Workflow Template.
An Approval Summary is recorded in the previous step, and shows the status of Approved or Rejected, the Approver's name, the date, and any reason for rejection.
If the workflow is canceled due to Rejection, the Workflow Owner is notified via in-app notification. Notifications are available on the desktop or mobile app.
Create an Approval Step on a Workflow Template
To create a step with the Approve and Reject options, System Administrators can edit a Workflow Template.
1. From the App Selector, open the Elements Configuration App.
2. Click the Workflow Templates tab and select a Template by clicking its Name.
3. Select the Steps tab.
4. Select an existing Step or create a new one.
5. Fill in the Required fields marked with a red asterisk.
6. On the Step Details tab, select the following options on the Step to create an Approval Step:
- Select Type of Approval.
- Select the Approval Step (the Step preceding the current one).
- Choose what happens Upon Rejection: Cancel Workflow or Reopen Preceding Step.
7. Click Save.
After saving, the Step's Type will display as Approval, showing the previous step and rejection handling settings.
On the Workflow, the Step shows as an Approval Step. In this example, Step 4 is to Approve the forms submitted in Step 3.
Approvals Video
To see Approvals in action, as well as setting up Approvals in Workflow Templates, watch this quick video.
