Approve

Definition

The Approve action prompts one or more users to respond before the workflow will progress. Specific users or user groups must vote in order to approve or reject the continuation of the flow. The action will then branch to different paths depending on the result of the voting.

Instructions

To add the Approve action to a workflow, drag and drop the Approve action from the list on the left into the diagram, under the correspondent “+” icon.  

Approve Document

Customize the name and description of the action on the Step Properties pop-up window to the right.  

The Reject and Approve labels can also be modified. Scroll down on the Step Properties panel to the fields titled Reject Label and Approve Label. 

Set the Minimum Approvals and Rejections needed for the action to conclude and progress the workflow.

Document Management

Document Management is an option for adding complementary information to the Approval in order to help with the user’s decision-making.

Links

In order to add a link, go to the Links tab, type in or paste the link on the Upload Links box, and then click on Attach Link.

Each link you attach will appear on the list to the right.  Once all links are attached, go to the next tab or click on Save to commit the change and return to the workflow diagram.

To remove a link, click on the trashcan icon to the right.

Forms

To add a Form, go to the Forms tab and select the main Form template.  All available Form Records will appear under the list on the left.  Select the ones you would like to attach and click on the arrow pointing to the right.

• A search box is available in order to find specific forms by name.

Each form you attach will appear on the list to the right.  Once all forms are attached, go to the next tab or click on Save to commit the change and return to the workflow diagram.

• Forms can be previewed before and after selection by clicking on the eye icon.
• Forms can be removed from the list by selecting them and clicking on the arrow pointing to the left.

Documents

On the Documents tab there are two types of document selection, depending on whether the items to be attached will be static or vary based on certain conditions.

Both methods can be used at the same time by switching between Simple and Dynamic. 

Simple

This option allows you to attach steady, pre-established documents.

All available documents will appear under the list on the left.  Select the ones you would like to attach and click on the arrow pointing to the right.

• A search box is available in order to find specific documents by name.

Each document you attach will appear on the list to the right.  Once all items are attached, click on Save to commit the change and return to the workflow diagram. 

• Documents can be previewed before and after selection by clicking on the eye icon.
• Documents can be removed from the list by selecting them and clicking on the arrow pointing to the left.

Dynamic

This option will allow you to set a document search through specific conditions.  The documents resulting from the search will be attached to the Approve Task. 

To set the conditions for your document search, go to the Dynamic tab and click on Add new condition.

Select the first Data Source of your comparison line.

• Document Fields: Fields from the Document you will select.
• Index Fields: Document’s metadata fields that can be set up on the Core.

Select the correspondent Document or Index Field.

Select the type of comparison you want to apply between sources. 

The comparison options available on the drop-down list will be subjected to the type of data contained in the first field.

• = : Equal
• <> : Not Equal
• > : Greater Than
• < : Less Than
• >= : Greater Than or Equal
• <= : Less Than or Equal
• Range
• contains
• notcontains
• begins with
• ends with

Select the second source for comparison. 

• WF Variable: Variables created inside the Workflow you are working on.
• Value: Compare it with a specific value.

Select the corresponding Workflow Variable or type in the Value.

More comparison lines can be added by clicking on the Add next condition button.  The new line will appear below the last one created.

Lines can be deleted by clicking on the trash can icon.

When more than one line of comparison is added, they can be separated with operators in order to indicate the server exactly what needs to be searched and compared, as well as in which order.

• And: all comparisons, or sets of comparisons, followed by AND need to be TRUE in order for the query to be TRUE. 
• Or: if at least one of the comparisons, or set of comparisons, followed by OR is TRUE, the query will be TRUE.
• Handlers: are available in case you need to set priority between the different lines or set of lines. Once you open parenthesis at the beginning of a line, it needs to be closed at the end of the same line or at the end of the group of lines you would like to prioritize.

Once all conditions are set, click on Save to commit the change and return to the workflow diagram.

Form Templates

To add a Form Template, go to the Form Templates tab.  All available templates will appear under the list on the left.  Select the ones you would like to attach and click on the arrow pointing to the right.

• A search box is available in order to find specific Form Templates by name.

Each Form Template you attach will appear on the list to the right.  Once all items are attached, click on Save to commit the change and return to the workflow diagram.

• Form Templates can be previewed before and after selection by clicking on the eye icon.
• Form Templates can be removed from the list by selecting them and clicking on the arrow pointing to the left.

Manage Approvers

Set the group of users allowed to vote on the Approval Action by clicking on Manage Approvers on the bottom right of the Step Properties window.

Select all the applicable user groups, then click on the arrow pointing to the right.

• A search box is available in order to find specific groups by name

Each item selected will appear on the list to the right.  Once all groups are attached, click on Save to commit the change and return to the workflow diagram. 

• Groups can be removed from the list by selecting them and clicking on the arrow pointing to the left.
• After groups are saved, the number of groups will be shown on the bottom right of the Step Properties window.