Multi-Level Approval

What is Approval?

Approval in Form Director is a powerful feature that facilitates collaboration within teams and enables decision-making regarding service execution.

It facilitates efficient collaboration by turning Google Form submissions into approval workflows that help decide whether to execute services, either by approving or rejecting them. It streamlines communication, tracks approvals, and rejections, and ensures that services are executed based on established standards and strategic considerations.

There are two types of approval:

Global Approval: With Global Approval, you can require upfront approval before proceeding. Service execution occurs only after this approval is granted.

Learn more about Global Approval

Service Approval: With Service Approval, you can require approval for a specific service. Enabling this feature triggers an approval flow, where the designated person must provide approval. Service execution only happens once this approval is granted.

Learn more about Service Approval

Multi-Level Approval Feature

You can now set up multiple approval levels to make sure requests are carefully reviewed before moving forward.

For example, if you have 10 approvers, you can require at least 4 of them to approve a request before it can go ahead. This helps ensure important decisions have strong support.

You can also use a step-by-step approval process. First, 3 out of the 10 supervisors need to approve the request. Once they do, it goes to the managers, where 2 out of 3 must give their approval. The request will only move forward after all the necessary approvals are received.

Approval Setup

Switch on "Approval required" to enable the setup.

Authorization:

Click on "Authorize" button.
This will redirect to the Authorization page.

Note: only Form Director owner can enable the Approval

Click on "Sign in with Google".

Select the email to authorize.

Click Allow to grant access for Approval.

You will see a success message

Basic Setup:

Select the required condition for approval.
Select the condition as "after" or "before".

If after is selected the service will be executed after the approval process.
If before is selected the service will be executed before the approval process.

Select the approval method required.

One-click Approval
One-click Rejection
Allow Re Approval/ Rejection

Provide Requestor Name.
Provide Requestor Email.
Click on the insert icon on the right corner and choose the Form fields that you need to insert from the list.

Note: Requestor detail are mandatory to setup Approval.

Level Confiuration

Provide Level Name.
Configure approvals at each level.

Click on "Add Approval" to configure the approver for each level.
Select the minimum approver required to proceed to the next level.
Click on "Add Level" to configure more levels.

At each level, you can set up multiple approvals and specify the minimum number of approvals required to proceed to the next level. After all the configured levels are completed, the service execution will begin.

Approval Configuration:

Provide configuration name

The major steps involved in the configuration are

Send Approval Request
Notify on Approval
Notify on Rejection
Send Intimation

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.

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 one recipient must approve, input "1." You can adjust this number up or down based on your needs.

Note: The Form Director will only proceed with executing services or advance to the next level 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 service will only be executed or the approval will only proceed to the next level once the configured number of approvals has been reached.

Form Submission Approval Flow

Submit the Google Form.

Approval Request Email: (Level 1 - supervisor)

Click on Approve button to Approve
Click on Reject button to Reject.

Approve:

If configured, an email will be sent upon approval. Additionally, check if the minimum number of approvals required for this level is met. If the minimum number of approvals is reached, check for the next level. If found, send emails to the next level approvers; otherwise, execute the service.