User Approval Mode Profile

The User Approval Mode profile is one of the Notification Profile types. With this profile, you can design a robust approval workflow that solicits approval from a group of Logiforms users. Each member of the group can approve or reject. If an approval threshold is met, then a notification email message is sent. If you only need one approval, you may wish to  create a Dynamic Approval Mode profile instead.

Here's how it works: You attach a User Approval Mode profile to a form and publish it. Later, when an external user submits that form, a notification is sent to each of the users in the notification profile. Each user can click a link to the form, and then decide whether to approve or reject the submission. If a minimum number of approvals (votes) are given, the submission is approved.

Of course, each user must have a Logiforms account. Learn how to create and maintain these Sub User Accounts.

In this type of notification profile, the form submission may be said to expire. This means that an insufficient number of approval votes has been given after a specific number of days has passed. You can decide what action to perform when the form expires in this way.

The settings for the email are the same as with the Dynamic Approval Mode profile, and you can opt to send an additional email message to the user when the manager approves or rejects the form. One notable difference is that if there is only one approval group member for the submission, you can make some of the fields editable by the approver.

It's important to note that you can create several other notification profile types, including Standard Notifications, Dynamic 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

• Creating the User Approval Mode Profile
• Profile Settings
• Email Settings

Creating the User Approval Mode Profile

1. 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.

   • The Notification management window displays.

2. 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.

3. When the Wizard displays, click the Next button to begin.

4. On the Select the type of Notification to Create panel, choose Approval Mode, then click the Next button.

5. On the Select Approval Mode Type panel, choose User Approval Mode, then click the Next button.

   • The Profile Settings panel displays.

Profile Settings

Follow these steps to configure the profile settings:

1. 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.

   • The MultiUser Approval Settings panel displays.

2. Select the Approval Group Members who will receive the notification email.

   • This Approval Group Members listing contains sub users, each of which has a Logiforms account. Learn how to create and maintain these accounts in the Sub User Accounts section.

   • To select a single user, click the desired user; any previously selected users are automatically unselected.

   • To select multiple users, press and hold the <Ctrl> key and click each user you want to select; any previously selected users are retained.

3. Select the Minimum Votes for Approval of the submission, from 1 to 30.

   • This value determines the minimum number of users that must approve the form for the submission to be approved. For example, if this value is set to 3, then at least three users must approve the form.

4. Use the Expires after menu to specify when the submission will expire, from 0 to 30 days.

   • The submission will expire if the number of days in the Expires After field has elapsed since the submission of the form.

5. Select the Expiry Action to be performed in cases where the submission has expired; either Delete the Pending Sumbission or Record the Submmission (approved).

6. Click the Next button to continue.

   • The Form Display Options panel displays.

7. If you have defined one or more Form Views for the form, choose the desired view from the FormView / Primary Form menu.

8. If you want to exclude any fields in the form view shown for approval, select the fields to be excluded in the Excluded Fields list box.
   NOTE: If you are using a form view, it may not be necessary to select Excluded Fields as the form view can define which fields to show and hide.

   • To select a single field, click the desired field; any previously selected fields are automatically unselected.

   • To select multiple fields, press and hold the <Ctrl> key and click each field you want to select; any previously selected fields are retained.

9. If there is only one Approval Group member defined, use the Editable Fields list box to select those fields which the approver may change.

   • To select a single field, click the desired field; any previously selected fields are automatically unselected.

   • To select multiple fields, press and hold the <Ctrl> key and click each field you want to select; any previously selected fields are retained.

10. If any Excluded Fields were selected, choose the Exclude Mode for the excluded fields; Hidden or Disabled.

    • Select Disabled to let approvers view (but not modify) the selected fields.

    • Select Hidden to completely hide the selected fields if it's unnecessary for the approvers to see them.

11. Click Next to continue.

    • The Email Settings panel displays.

Email Settings

Follow these steps to configure the email settings:

1. Enter the From Address, From Name, and Subject that will appear in the header of the email message.

   • If you want to include content from the form in the Subject line, click the Wildcard  button and select the desired element.

2. Click the Edit Notification Email button to launch the Rich Text Editor and create the body of the email message.

   • The email message body must include an approval/rejection link.

   • 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].”

   • If you don't manually add this link, it will automatically be appended to bottom the body of the e-mail message.

   • Click Save to close the Rich Text Editor and return to the Email Settings panel.

3. You can send a message to the user when the Minimum Votes For Approval is attained. To send approval confirmations:

   • Select the Send Email on Approval checkbox.

   • 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.

   • Click the Edit Approval Email button to launch the Rich Text Editor and create the body of the approval confirmation.

   • Click Save to close the Rich Text Editor and return to the Email Settings panel.

4. You can send a message to the user if the submission is rejected. For a rejection alert:

   • Select the Send Email on Rejection checkbox.

   • 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.

   • Click the Edit Rejected Email button to launch the Rich Text Editor and create the body of the alert message.

   • Click Save to close the Rich Text Editor and return to the Email Settings panel.

5. Click the Finish button to complete the profile.

   • The profile name displays in the list of Profiles on the Notification window.