Set Up an Approval Workflow

An Approval Workflow is a process that enforces a review of submitted data records. You set this up at the form level. Approvers must review each data record and either approve it or request changes. This topic describes the permissions you must set for approvers. It also describes how to set up Approval Workflows on your form.

Available on the Enterprise tier only:

Contents

• Set Up an Approval Workflow
  • Video demo
  • Set up FormSpace permissions for approvers
  • Set a form to require approval
  • Considerations for Approval Workflows

Video demo

Set up FormSpace permissions for approvers

Approvers must be in a group that has Can Approve FormSpace FormSpaces are where forms are stored and organized in the TrueContext Web Portal. A TrueContext Team may have multiple FormSpaces, depending on their needs. Admins can set FormSpace permissions to control which users have access to the forms in that FormSpace. permissions. You must be an Admin user to create groups and set FormSpace permissions.

Info:The topic FormSpace Permissions describes how to set Can Approve permissions in more detail.

Set a form to require approval

Note:You must be an Admin user or have Can Create FormSpace permissions to set up Approval Workflows.

1. You set up Approval Workflows at the form level: SETTINGS > Workflow Settings.

2. Enable approvals. You can opt to send notification emails to all users that have Can Approve FormSpace permissions. The emails are sent when a Field Technician submits a record for approval.

   

Considerations for Approval Workflows

Approval Workflows are not compatible with Editing or Data Passthrough.

Edits prior to approval

Editing is intended for fixing errors in submitted records after mobile users complete their work. Similarly, Approval Workflows have a Request Changes option. Approvers can use this option to send records back to a mobile user before approving the record.

Tip: If an assignee is unavailable, an Admin user can change the assignee on the record.

If a mobile user realizes that the form needs edits, they must ask an approver to request changes. Field Technicians can’t decline requests for changes.

Edits after approval

Because approvals rely on the exact data included in the record, mobile users can’t edit approved records.

If a record needs changes after it’s been approved, approvers can withdraw approval, Request Changes, and then approve the record again.