People Help

Multi-level Approval Process

The Administrator of the account can configure Multi-level approval process for all the forms in the account. Once the approval process is configured, all the records added to the form will go through the approval process. When you add a record to the form for which the approval process is configured, an email notification will be sent to the Approver and other users in the 'To Address' list. Also, the approval record will be displayed under the Approver's queue in their dashboard.

Terminology of Multi-level Approval Process

Approval Process

An approval process is an automated process used to approve records or form requests. It neatly visualizes the workflow of the approval process at each step along with the name of the Approvers. You can also check the details of the approval process like when a record is submitted for approval, status of the record - Approved/Rejected, and by whom.

Approval Request

An approval request is an email, notifying the recipient that a record was submitted for approval and that is waiting for his/her approval.

Assigned Approver

The Approver is the user responsible for approving an approval request.

Actions & workflow of Multi-Level Approval Process

Multi-level approval is a chain of approval process for a particular record. You can customize the approval process for each form as per your organization requirements. We have provided 7 different approval actions. Let's see how each action in the Multi-level approval works.

Reporting To: 'Reporting to' has up to 5 levels of approval process and it depends on your organization hierarchical structure.

Note:

  • The email notification for the approval process will be first sent to the first level Approver. The process will be carried further to the next level only when the leave request is approved at the first level. If not, the approval process will end at the first level itself.

Department Lead of Login User: Department Lead is the 'Department Head' of the login user.

Approver based on Role: Approver can be any defined role in your organization. If you choose 'Admin' as the Approver for the form, any employee who has the 'Admin' role can approve the leave request.

Department Head: Your organization may have various departments like Zoho People, Zoho Mail, HR department, Finance Department etc., If you choose Zoho People in the 'Department' field, then only the Zoho People Head/Manager will be able to approve the leave request.

Department Members: Department members are those who belong to the specific department. If you choose HR department as the 'Approver', members who are in the HR department will be able to approve the leave request.

Employee: All the individuals in the organization will be listed. You can choose any individual from the list.

Allow employees to choose the approver when adding a record: When this option is configured, employees are at liberty to choose the approver without any restrictions.

Note:

  • Any Approver who has the 'Admin role' has the right to approve a form request.

Configuration of Multi-Level Approval Process

  1. Login as Admin
  2. Click 'Setup' at the top of the page.
  3. Go to 'Approvals'.
  4. Click 'Add Approval'.
  5. Choose the form for which the approval process needs to be configured.
  6. Select the Approver(s).
  7. To add multiple levels, click the Add(+) icon and select the required 'Approver' type. Approver types are as follows: 'Reporting To'(up to 5 levels), Department Lead of Login User, Approver based on Role, Department Head, Department Members, Employee and Allow employees to choose the approver when adding a record.
  8. Fill out the email template.
  9. Click 'Save'.

Edit Multi-Level Approval Process

To edit the approval process template, please follow the steps below

  1. Login as Admin.
  2. Click 'Setup' at the top of the page.
  3. Go to 'Approvals'.
  4. Hover your mouse pointer over a template and click Edit(pencil)icon.
  5. Modify the template.
  6. Click 'Save'.

Enable / Disable Multi-Level Process

To enable/ disable an approval process template, please follow the steps below.

  1. Login as Admin.
  2. Click 'Setup' at the top of the page.
  3. Go to 'Approvals'.
  4. Hover your mouse pointer over a template and click Enable/Disable icon.

Delete Multi-Level Process

To delete the approval process template, please follow the steps below.

  1. Login as Admin.
  2. Click 'Setup' at the top of the page.
  3. Go to 'Approvals'.
  4. Hover your mouse pointer over a template and click Delete icon.

Records waiting for Approval

The records that are waiting for approval will be listed under the Approver's Dashboard.

To view the pending requests,

  1. Go to 'Home'
  2. Go to 'Approvals' tab and click 'My Approvals'.
  3. Click 'Pending' tab to view the pending approvals.
  4. Click 'Approved/Rejected' tab to view the list of approved/rejected requests.

Records submitted for Approval

The records submitted for approval will be listed under the Requester's Dashboard.

To view the list of records submitted for approval.

  1. Go to 'Home'
  2. Go to 'Approvals' tab and click 'My Requests'.
  3. Click 'Pending' tab to view the pending approvals.
  4. Click 'Approved/Rejected' tab to view the list of approved/rejected requests.

Save Draft of Form

When you create a new record in a form, you can either save the partially filled form as a draft or send it for approval. Generally, when you submit a form record, it immediately goes for approval. However, while creating a form record, you can determine whether the form should be submitted for approval or just saved as a draft.

For example, while adding a record in the 'Employee Form', you might not know all the details of your employees. In that case, you can just save the form in it's current state and send it for approval once when you finish filling out all the details.

How do I Save a form record

  1. Log in as Admin.
  2. Go to the 'Organization' tab.
  3. Choose the form.
  4. Click 'Add Record'.
  5. Fill out the details.
  6. At the bottom of the page, uncheck 'Submit for Approval' option.
  7. Click 'Save'.
  8. You can later edit the form and send it for approval.

How do I view my Drafted Forms?

  1. Log in as Admin.
  2. Go to the 'Organization' tab.
  3. Choose the form.
  4. Click on the drop-down list of 'All Requests'.
  5. Select 'Drafts'.
  6. All drafted forms will be listed.
  7. Edit the form to send it for approval.

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