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We are excited to announce the launch of updated product names, logos, and headers within our user interfaces as part of the CivicPlus® Solution Rebranding initiative. These changes mark the first step toward creating a cohesive and seamless user experience across all solutions in our portfolio. As part of this transition, users may notice minor design updates. While the functionality you rely on remains unchanged, we are in the process of updating screenshots and other resources on our Help Centers to reflect the new branding. We appreciate your patience and understanding as we work to complete these updates.

Add an Approval Flow to a Form

  • Updated:

Approval workflows ensure form submissions are reviewed by a specified approver before any approval events are triggered.

 

Important Note

 

 

Instructions

  1. Sign in to your site
  2. Navigate to Forms and select a form
    Select form.
  3. Select the Workflow tab
    Workflow tab.
  4. Select Approval Flow Configure Approval Flow
    Configure Approval Flow.
  5. Create a Label
    Label field.
  6. Select the Approver Group
    Approver group.
    Note: Groups can be added to the Approvals solution.
  7. If needed, select an Approval Form to allow the approver to submit extra data along with their approval
    Approval form drop-down.
  8. To add conditions for the approval, toggle Conditionally Required and set conditional logic
    Conditionally required toggle.
    Note: This will set the approval step to trigger conditionally based on the form submission. For example, if you only wanted an approval step to trigger when someone is under the age of 18. Conditions can only be linked to Autocomplete, Number, Calculation, Checkboxes, Radio Buttons, and Select element types.
  9. Select the + Add Step button to add a sequential approval step that will occur after the first step is approved
    Add step plus sign button.
  10. You can also select the + Add Concurrent Step button to add a step that triggers at the same time as the first step
    Add concurrent step.
    Note: All concurrent steps will need to be approved before the submission moves on to any sequential steps.
    Concurrent and sequential steps.
  11. If needed, set a Default Notification Email Address by choosing an email address element from the drop-down
    Email address element.
    Note: If your users are not logging in to your app before submitting this form, this will help capture who to send approval notifications to.
  12. You can also configure a set of Preset Responses which can be selected by approvers to prefill the Notes input when denying or requesting clarification for an approval
    Preset responses.
    Note: The response notes can also include content from the form such as the form name {FORM_NAME} or inputs from the form such as {ELEMENT:element-name}.
    Form notes.
  13. The Automated Denial feature allows you to automatically deny approvals that have been sent for clarification after a set number of days
    Auto denial toggle.
    • Notify: You also have the option to notify the submitter when the approval is automatically denied. When doing this you can specify the email address you want to notify. If you are using a default notification email address then that email address will be used for the automated denial email notification. You are also able to use preset denial responses for these email notifications. 
      Notify toggle.
  14. If needed, adjust the Approval Flow Clarification Request Configuration options
    Approval Flow Clarification Request Configuration toggle options.
    • Allow approval while awaiting clarification: This setting is turned on by default and ensures that any approval is able to be approved even when in a state of awaiting clarification. During this off will ensure that no approver is able to approve a submission while it is in a state of awaiting clarification.
    • Skip payment: Payments are made prior to the approval process which means if an approval needs to be sent back to the submitter for clarification they may need to make a payment again. To avoid any additional payments the approver can choose to skip any additional payments by checking the "Would you like to skip the payment for this clarification?" checkbox. This configuration setting allows you to set the default behavior for skipping payments. 
  15. Configure Email Templates to use previously created templates instead of the default messages
    Approval Email Templates.
  16. If needed, enable a Pending Approvals Reminder after a specified number of days
    Pending Approvals reminder.
    Note: Approval reminders allow you to send reminder emails to Approvers if they have any approvals older than the number of threshold days that are awaiting action. The reminder threshold is specific to the form, meaning that all approval steps within the flow will use the same reminder configuration. Once the threshold is met then approvers will receive daily emails reminding them of their outstanding approvals. Reminder emails are sent at 7 a.m. based on the timezone configured in your account. Please note that unlike other email notifications, approvers are not able to unsubscribe from reminder emails.
  17. Once the flow is complete click Save
    Save button.
  18. If needed, you can now add an Approval Event to the form

 

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