Dynamic Approval Mode Profile
The Dynamic Approval Mode profile is one of the Notification Profile types. It's an easy way to configure a simple approval workflow involving one approver. If you need to include more than one approval, you may wish to create a User Approval Mode profile instead.
When a user submits their form, the Dynamic Approval Mode profile sends a notification to an email address that you specified in the form. Typically, it is forwarded to a manager who receives an email with a link to the form, and decides to approve or reject the submission. Optionally, you can choose to send an additional email to the user when the manager approves or rejects the form.
It's important to note that you can create several other notification profile types, including Standard Notifications, User Approval Mode, or Notification Lookups. You can create multiple notification profiles, and then configure one or more rules to determine which notification will run in a given situation.
On This Page
Preparing the Form
To use this profile, you must have at least three elements on your form:
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Manager Approval Email - For the profile to function properly, this field must contain the email address of the manager / approver who will decide whether to approve or reject the form submission. You might implement this field, for example, using a Drop-down Menu or a Radio Button; the manager's names would go in the Display Value column and corresponding email addresses would go into the Data Value column.
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Status - (text field) this field will contain the approval or rejection status when the record is updated.
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On Approval Email Address - Optionally, you can choose to send an email message to the address that the user supplies in one of the fields on the form. For example, you might want to send the user an email notification when the manager approves the form.
You can give any names to these fields, but take care to remember the names for use when you create the notification profile. Also, you have the option of hiding or disabling these fields (along with any others) when the message is sent to the approver.
Creating the Dynamic Approval Profile
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Select Post Processing > Notification Email Alerts & Approval Workflow from the Form Designer Toolbar; or, mouse over the form in the Dashboard, then select Form Design Tools > Notification Profiles.
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The Notification management window displays.
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If this is the first Notification profile for your form, click the Add Notification Profile button to launch the Notification Profile Wizard.
NOTE: If one or more profiles were previously defined for your form, then click the Add Notification Profile menu item to launch the Wizard. -
When the Wizard displays, click the Next button to begin.
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On the Select the type of Notification to Create panel, choose Approval Mode, then click the Next button.
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On the Select Approval Mode Type panel, choose Dynamic Approval Mode, then click the Next button.
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Click Next and then choose Dynamic Approval Mode, and click Next once more.
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Profile Settings
Follow these steps to configure the profile settings:
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On the Profile Settings panel, enter a Notification Profile Name for the profile. If you want this profile to be the default profile for your form, select the Default Profile check box. Click the Next button to continue.
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The Dynamic Approval Settings panel displays.
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Select the form fields for Manager/Approval Email Field, Status, and On Approval Email Address, as described above.
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If you want to exclude or disable any fields in the form view shown for approval, select the desired fields in the Select Fields to hide or disable list box.
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To select a single field, click the desired field; any previously selected fields are automatically unselected.
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To select multiple fields, press and hold the <Ctrl> key and click each field you want to select; any previously selected fields are retained.
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If any fields were selected in the Select Fields to hide or disable list box, choose the desired option for the selected fields from the Disabled or Hidden menu.
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Select Disabled to let approver view (but not modify) the selected fields.
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Select Hidden to completely hide the selected fields if it's unnecessary for the approver to see them. For example, you might hide the manager and the status fields.
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Click the Next button to continue.
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The Email Settings panel displays.
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Email Settings
Follow these steps to configure the email settings:
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Enter the From Address, From Name, and Subject that will appear in the header of the email message.
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If you want to include content from the form in the Subject line, click the Wildcard button and select the desired element.
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Click the Edit Notification Email button to launch the Rich Text Editor and create the body of the email message.
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The email message body must include an approval/rejection link.
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To manually add the approval/rejection link, position the cursor at the desired location in the email text, click the Wildcard button in the Rich Text Editor toolbar and choose [system:reviewURL] from the list. For example, you might include the link in the sentence “Click here to approve the form: [system:reviewURL].”
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If you don't manually add this link, it will automatically be appended to bottom the body of the e-mail message.
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Click Save to close the Rich Text Editor and return to the Email Settings panel.
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You can send a message to the user when the Minimum Votes For Approval is attained. To send approval confirmations:
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Select the Send Email on Approval checkbox.
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Enter an Approval Email Subject. If you want to include content from the form in the subject line, click the Wildcard button and select the desired element.
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Click the Edit Approval Email button to launch the Rich Text Editor and create the body of the approval confirmation.
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Click Save to close the Rich Text Editor and return to the Email Settings panel.
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You can send a message to the user if the submission is rejected. For a rejection alert:
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Select the Send Email on Rejection checkbox.
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Enter a Rejected Email Subject. If you want to include content from the form in the subject line, click the Wildcard button and select the desired element.
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Click the Edit Rejected Email button to launch the Rich Text Editor and create the body of the alert message.
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Click Save to close the Rich Text Editor and return to the Email Settings panel.
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Click the Finish button to complete the profile.
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The profile name displays in the list of Profiles on the Notification window.
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Tip: You can use the Status Field to set up triggers so that other actions take place at the time of approval.
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