1. Approval workflows
2. Configuring approval workflows
3. Workflow order
4. Conditional display
5. Further reading

1. Approval workflows

Video: Approval Workflows

1. Approval Form Field: This allows a form to be routed to one or more users for approval. It helps integrate InForm with business processes that require certain forms or documents to be approved.
2. Multi-Step Approvals: The approval process can be set up with multiple steps, where the form gets passed from one approver to the next in a defined workflow.
3. Designated Approvers: Forms can be configured to always require approval from certain users (e.g. a plant manager for a pre-start form). Alternatively, the original form creator can select the approver(s) each time.
4. Automatic Signature: When the approval workflow is enabled, a signature box is automatically included for the approver(s) to sign off on the form.

The ability to define these approval workflows is really helpful for businesses that need to formalise and streamline their review and authorisation processes for certain types of forms or documents. It helps ensure proper governance and accountability. The video you mentioned would be a great resource to see these approval workflows in action within the InForm system.

2. Configuring approval workflows

To set an approver workflow, from the Edit Form page:

1. Select the approval form field to add to the form.

2. Edit the field accordingly. For example:

   • Set as mandatory (required).

   • Choose who can approve (e.g., any user, or specific individuals).

   • Apply conditional display if needed.

3. Example workflow:
   1. When completing the form, the original creator selects an approver from a dropdown list.
   2. Upon saving, the selected approver becomes the respondent and receives a notification.
   3. The original creator's name is visible at the top of the form.
   4. Access to the form may be restricted based on user permissions.

   5. For additional approvers:

      • Add another approval form field and edit as needed.

      • Example settings:

        • Set as mandatory.

        • Specify who can approve (e.g., a particular role or individual).
        • Apply conditional display if desired (e.g., only show when previous approval is complete).

4. Extended workflow example:
   1. The first approver signs to unlock the next approval field.
   2. The next approver may be preset or selected.
   3. Each approval changes the form's respondent and triggers notifications.
   4. Previous approvers' names are recorded in their respective fields.
   5. Access to the form changes as it moves through the approval process.
   6. Viewing rights depend on user permissions, which may include options like Create and Edit (if Respondent) or Create and Edit (if Respondent or Creator).

Note: Adjust form settings and user permissions as needed for your specific approval process and security requirements.

3. Workflow order

1. When multiple approver form fields are present, the workflow progresses in the order they appear on the form (from top to bottom), once each field becomes visible.
2. Example workflow with three approver form fields:
   1. • Respondent selects an approver.
      • Preset Approver.
      • Preset Approver 2.
3. The approval process would proceed as follows:
   • The original form creator selects the first approver.
   • The selected approver becomes the respondent and receives a notification.
   • After the first approver signs off, Preset Approver 1 becomes the respondent and receives a notification.
   • Once Preset Approver 1 signs off, Preset Approver 2 becomes the respondent and receives a notification.
   • This process continues until all approvals are complete.

Note: The specific individuals or roles for preset approvers should be determined based on your organisation's approval requirements. Adjust the number and type of approval steps as needed for your particular workflow.

4. Conditional display

It is recommended the Approval form field only appears with conditional formatting. This helps to streamline the form as well as ensuring the respondent name on the form is not changed to the approver until the original form creator is ready to pass it on. Conditional functionality is also a very powerful way to trigger different Approvers based on the selections within the form.

5. Further reading

• Configuring columns in InForm
• Using InForm email form records
• Configuring auto-population and score data