Multi-Level Approval

What is Multi-Level Approval Feature?

Multi-level approval in Form Director is an advanced workflow feature that allows you to set up a structured, step-by-step approval process for requests submitted through Google Forms.

For instance, if there are 10 potential approvers, you can configure the workflow to require a minimum of 4 approvals for the request to proceed—ensuring that critical decisions are backed by sufficient consensus.

Additionally, you can implement sequential approvals. In this setup, a request may first require approval from a group of supervisors (e.g., 3 out of 10 must approve). Once approved, it advances to the next level—such as managers—where, for example, 2 out of 3 must give their approval. The request only progresses once all defined approval stages are successfully completed.

Explore Global Approval

Explore Service Approval

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:

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.

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.