This article will show you how to see a list of your pending approvals, approvals that require clarification, and approvals where the clarification has been received. From the Approvals screen, you can manage all the approvals that have been assigned to you.
Important Notes
Users will first need to be added to the Approvals solution to be assigned to approval workflows.
Users with Administrator access for Approvals will also be able to view all current and past approvals.
You can also view the current approval status on the Workflows Status window of the Submissions screen.
View Assigned Approvals
Navigate to the Approvals tab
Click Launch and log in with a valid approver account
View the list of your approvals and use the filters at the top to find an approval
Search: Search for a form name, approval title, Submission ID, or External ID
Step: Sort by a specific approval step
Status: Select an approval status for a submission
Awaiting Approval: The submission is waiting to be approved
Clarification Requested: An email has been sent to the submitter requesting clarification
Clarification Received: A response has been received from the submitter after requesting clarification
Payment: Filter the list to display only approvals that include payments.
Select an approval to open it
If needed, click Add Note to include additional information on an approval step
Note:
Approvers are able to include additional notes at any point in the approval process. There is no limit to the number of notes or the amount of information that can be added to notes. Approvers have the ability to add notes to steps that are assigned to their group. Approvers can also modify or delete notes from any approver in their group.
Review the submission and choose to Approve, Seek Clarification, or Deny
Approve a Submission
Select the Approve button to approve the submission
Fill out the Confirm Approval fields
Private Notes: If needed, add notes that will not be sent to the submitter of the form and additional parties
Would you like to notify the user who submitted this form and/or additional parties?: Choose whether or not to notify users that the submission has been approved
Email Addresses: If you choose to notify, the email address will automatically populate if the user was authenticated when they submitted the form. If the user was not authenticated, the email address will need to be copied from the form submission. If the user was not authenticated and did not include their email address in the form then the submitter was anonymous and can not be contacted.
Notification Notes: If needed, add Notification Notes that will be sent to the user who submitted the form
Click Approve to confirm
Seek Clarification on a Submission
Select Seek Clarification to request information from the original submitter
Note:
In this case, the submitter will need to be known.
Fill out the clarification fields
Private Notes: Add internal notes that will never be sent to the user who submitted the form
Email Address: This email address will receive a notification with the notification notes
Preset Response: If configured for the approval flow on the form, you can select a preset response to populate the notification notes
Notification Notes: Enter the notes to send to the user who submitted the form
Skip payment: If the user made a payment as part of this submission, requesting clarification may require them to make another payment. You can prevent an additional payment by ticking the checkbox.
Click Confirm
Note:
This will email the original submitter with a link to the form pre-filled with their initial submission data. The email body will also include your note, specifying what requires clarification.
Deny a Submission
Select to Deny the form submission
Fill out the fields
Private Notes: Add internal notes that will never be sent to the user who submitted the form
Notification: Check if you would like to notify the user who submitted the form or additional parties
Email Address: This email address will receive a notification with the notification notes
Preset Response: If configured for the approval flow on the form, you can select a preset response to populate the notification notes
Notification Notes: Enter the notes to send to the user who submitted the form
Click Deny to confirm
