Service Approval

What is Service Approval?

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

It enables efficient collaboration, transforming Google Form submissions into approval workflows that incorporate service-level decision-making. It streamlines communication, tracks approvals, and rejections, and ensures that services are executed based on established standards and strategic considerations.

With Service Approval in Google Forms, you can require approval for a specific service. Enabling this feature triggers an approval flow where the designated person needs to approve the service. The service execution only happens once the approval is granted.

Demo Video: How to make Google Forms Approval flow to create Google Calendar Event?

Demo Video: How to Tweet on Approval from Google Forms?

Approval Setup

Select the service or create a new service
Scroll bottom of the page. You will see the Approval Settings(Beta)
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.

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

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: 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 service will only be executed once the configured number of approvals has been reached.

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.