Global Approval
What is Global Approval?
Form Director's Global Approval feature streamlines team collaboration by integrating approval workflows directly into Google Forms. This ensures that all configured services within a form are executed only after receiving the necessary approvals, aligning actions with organizational standards and strategic goals.
How Global Approval Works:
Upon a form submission, an approval flow is initiated. The designated approver reviews the submission and grants approval. Once approved, all associated services configured in the form are executed.
Setting Up Global Approval
Access Global Approval Settings:
Navigate to the Form Director menu and select "Global Approval Settings.
Enable Approval Requirement:
Toggle the "Approval required" switch to the "On" position to activate the approval process.
Authorization:
Authorization:
Click the "Authorize" button.
You'll be redirected to an authorization page.
Note: Only the Form Director owner can enable the approval feature.
Sign in with your Google account and grant the necessary permissions.
Select the email to authorize.
Click Allow to grant access for Approval.
You will see a success message
Configure Basic Settings:
Approval Condition: Choose when services should be executed in relation to the approval process:
After Approval: Services execute only after approval is granted.
Before Approval: Services execute before the approval is granted.
Approval Methods: Select the desired approval method(s):
One-click Approval
One-click Rejection
Allow Re-Approval/Rejection
Requester Details: Provide the Requester's Name and Email. Use the insert icon to dynamically select form fields for these details.
Note: Requester details are mandatory for setting up approval.
Configuration:
Provide configuration name
The major steps involved in the configuration are
- Send Approval Request
- Notify on Approval
- Notify on Rejection
- Send Intimation
- Required recipients for execution (min. approvals)
Send Approval Request:
Send templated email approval requests to recipients.
Click on the Template button to setup your own email template(optional)
Provide recipient emails. Comma(,), semi colon(:), and(&) separation is supported.
You can include emails dynamically from Form fields using picker (three vertical dot icon).
Notify on Approval:
Send templated email to recipients when approved.
Click on the Template button to set up your own email template(optional)
You can provide multiple recipient emails. Comma(,), semicolon(:), and(&) separation is supported.
You can include emails dynamically from Form fields using picker (three vertical dot icon).
Notify on Rejection:
Send templated email to recipients when rejected.
Click on the Template button to set up your own email template(optional).
You can provide multiple recipient emails. Comma(,), semicolon(:), and(&) separation is supported.
You can include emails dynamically from Form fields using picker (three vertical dot icon).
Send Intimation to:
Send templated email to recipients about intimation.
Click on the Template button to set up your own email template(optional).
You can provide multiple recipient emails. Comma(,), semicolon(:), and(&) separation is supported.
You can include emails dynamically from Form fields using picker (three vertical dot icon).
Click on Done to confirm the config.
Sample Email Template
Select the Email Template symbol.
The configuration listing will be shown
Click on Add Approval if you want to add multiple approval configurations
Click on Done to confirm the config.
Number of Recipients Required for Execution (Min. Approvals Needed)
Users can now set the minimum number of recipients needed for approvals. The Form Director app will check if the required number of approvals is met before proceeding.
Enter the desired number of recipients needed for approval. For example, if at least 2 recipients must approve, input "2" You can adjust this number up or down based on your needs.
Note: Form Director will only proceed with executing services after the specified number of recipients have approved. Whenever a recipient approves or rejects, the system will send an approval or rejection email if configured. However, the services will only be executed once the configured number of approvals has been reached.
Save the Global Approval settings.
One-click Approval vs Approval with comment
One-click Approval:
If you have checked one-click approval/rejection checkbox in service settings, you will receive an email with one-click Approve/Reject button
Click on One-click Approve/Reject button
Immediately, the service flow will be approved/rejected.
Approval with comment:
If you have unchecked one-click approval/rejection checkbox in service settings, you will receive an email with Approve/Reject button
Click on Approve/Reject button
After being directed to the site, you can enter any comment in the text area and click on the Approve/Reject button to approve/reject the service flow.
Form Submission Approval Flow
Submit the Google Form.
Approval Request Email:
Click on Approve button to Approve the service submission.
Click on Reject button to Reject the service submission.
Approve:
Reject:
The approval status will get updated on the service header on response sheet: