Form Approvals

Form Approvals

Configure multiple levels of approval, add users from your organization as approvers to review submissions, and set up emails to notify everyone.

Table of Contents

Setting up Levels

To set up an approval process: 

  • After building your form, click on the Approvals tab.
  • Under Levels, click the Configure button.

  • In the Create Level pop-up, enter the Level Name.

  • Add Approvers for the level by entering their email addresses.
  • Select whether the level should be marked as complete when approved by All or Any of the approvers.
  • To add additional levels of approval to the Approval Process, click the + Level button, and repeat the above steps. 

Note: The entire Approval Process can be enabled or disabled using the toggle button on the top-left of the Approvals page.

Notifications

You can set up notifications to notify your users and respondents during the course of the approval process.

Notify users when they are added as approvers

When users are added as approvers in a level, you can choose to notify them by sending them an email with a link of the form for which they've been added as approvers. 

Notify approvers when a new record is submitted for approval

When a record is submitted for approval in a level, you can notify the approvers in that level by sending them an email with a link of the record that they have to approve. 

Notify respondents when their record is approved in a level

When a record is approved in a level and passed on to the next level, you can choose to update the status to your respondents by sending them an email.

Approval Settings

You can change the button labels and choose when to process Integrations under General Settings.

When you choose to process integrations only on successful approval, records from Zoho Forms will be pushed to other integrated services only after successful approval. Denied records will not be pushed.

Setting the Final Approval Email

If the Final Approval Status of the form is Approved, this is the email that will be sent to the specified email addresses. 

To set this up:

  • Click the Final Approval Email dropdown. 
  • Specify the From and To email addresses, subject, and body of the email. You can choose the responses to fields in the form by selecting the required field from the Choose Field dropdowns.  
  • Click Save.

Setting the Final Denial Email

If the Final Approval Status of the form is Denied, this is the email that will be sent to the specified email addresses. 

To set this up:

  • Click the Final Denial Email dropdown. 
  • Specify the From and To email addresses, subject, and body of the email. You can choose the responses to fields in the form by selecting the required field from the Choose Field dropdowns.  
  • Click Save.

Note: The Final Approval Status is the status of the form after crossing all the levels of approval in the Approval Process.

Reviewing a Form

Once a user is added as an approver for a particular level, each time a form is submitted for review, they will be notified via in-app notification or by email, if it has been configured while setting up the approval system.

When a submission is received for approval, the approver has the option to approve or deny it. They may also include a reason for their decision. This reason will be visible to other approvers in the approval system.

    

Adding Comments

An approver can also add and delete comments after they review a level. 

Skipping Levels

The approval admin can approve or deny submissions on behalf of other approvers, skip levels, and monitor the entire approval process. 

Changing the Approval Admin

The approval admin can approve or deny submissions on behalf of other approvers, skip levels, and monitor the entire approval process. You can change the Approval Admin of a form. By default, the Form Admin is the Approval Admin.

The email address next to Currently assigned to represents the current admin.

To change the Admin,

  • Enter the preferred admin's email address in the Reassign to text box.
  • Click Assign.

 

Microsoft Outlook Template

When you add Office 365 users as approvers, you can create a separate email template to notify them when they receive a new form submission for review. When notified, they can view the form submission and can approve or deny the record directly from their outlook email.

To set this up,

  • In the Approvals EmailNotification setup, click  near the Message section to create the template.

  • Personalize the email header and footer messages of the template.
  • Choose the form fields to be displayed and enter a DisplayName for each field.
  • Click Preview to see how the email renders in real time.

  • Click Done to save this template.

If you delete this template, Office 365 Users will receive the email that is configured for the organization users.

Note: When both the Office 365 users and your organization users are added as approvers for the same level, only the Office 365 Users will be notified with this email template.

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