Editable Form Elements allow approvers to edit selected elements from the original form submission as part of an approval step. This can be used to correct submitted information or capture additional information that is only required during the approval process. When configured, approvers can do the following:
Modify the content that the form user submitted.
Add inline approval/internal-use-only fields to a form instead of using a separate approval form.
For each approval step, use Editable Form Elements to select the form elements that approvers assigned to that step are permitted to edit. Elements that have not been selected will remain read-only.
When an approver makes changes, the updated values are saved as part of the original submission rather than as separate Approval Form data. The submission history retains the different versions so changes made during the approval process can be reviewed.
Configure the Form
Navigate to Forms and select the applicable form.
On the Builder tab, add any necessary elements to the form.
If you want to create Internal Use Only elements that only approvers can see, expand the Advanced section of each applicable element and check Hide Element from Submitters. Users filling out the form will not see these fields.
Click Save.
Navigate to the Workflow tab.
Select Approval Flow, then click Configure Approval Flow
Add a Label and select the Approver Group.
Select the Editable Form Elements from the drop-down. These are the elements of the form you want approvers to be able to edit as part of the approval process.
Fill out the remaining approval flow fields, as needed.
If needed, add an Approval Event to the form.
Note:
Approval Event PDFs will include all fields on the form (both hidden and visible to submitters) by default. To hide fields from the PDF:
Select Exclude Elements
Uncheck the elements that you don’t want to display.
Click Save.
Edit Elements During the Approval Process
Important Note
If an approver makes edits to fields in an approval step the only option will be to approve, they can't seek clarification or deny the submission. It can then go to the next step in the approval process and that approver can seek clarification and send it back to the submitter. The submitter will see any changes that were made to fields that are not hidden to submitters.
Open the Approvals page and select the applicable approval.
Edit the fields the user submitted, as needed.
If you added an internal-only section to your form, fill out the fields.
Click Approve.
The approval history will now show that the submission was approved with edits, and you can click View Edit to see the changes.
The Submissions tab will also display an edit icon next to submissions that have been edited during the approval process.
When you click the edit icon, you can toggle between the original and edited versions of the submission.
Data Viewer will always show the latest version of the submission if it has been edited