Approvals allow users to approve workflows before they run
Overview
An Approval can be set up on a workflow to notify a user (or users) before another workflow runs. The Approval workflow contains a Post Approval Workflow, and the chosen Approvers can either approve or reject the Post Approval Workflow to run based on the data reviewed in the Approval workflow. Both Admin and Member users have the ability to be Approvers.
Configuration
The following configuration is required to establish an Approval on a workflow. This is set up from the Approval tab on any workflow.
| Field | Required/ Optional | Description |
| Require Approval (Boolean) | Required | Must be toggled on to display Approval options. All workflows will have this toggled off by default. |
| Post Approval Workflow | Required | The workflow that will run after the current workflow is approved (workflow must be built in advance) |
| Approvers | Required | Users within the Group who can approve the Post Approval Workflow to run. This can be multiple users, either Admin or Member |
| Approval Type | Optional | Choose from Collector, Data Quality Report or Query |
| Workflow Step | Required | Choose the step in the workflow for the Approver to review (Workflow step type must match Approval Type selected above) |
| Ignore If Zero Records | Optional | Boolean toggle. Approval will be ignored if zero records are returned in the chosen workflow step |
The Workflow Step will only show up if a Reference Name has been given in the appropriate workflow step. This field can be found by expanding the Reference section of the workflow step.
Approval Process
When an Approval Workflow runs, the Approvers will be notified via email. There will be a link in the email that will take the Approvers to the screen where the approval will take place. Select the View Approval button.
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This screen can also be reached from the Approvals section of the side menu (from within the Tools section):
This screen will display all Approval history, including Approval State. An Approval State will be Pending until an Approver either approves or rejects the workflow.
To approve or reject the Approval, the user would click on the link within the Workflow State column (in this example, Complete):
This will display the Log of the Approval workflow. The approver can then click on the Approval tab:
From this section, the approver can enter a Reason (free text) and either choose to Approve or Reject the workflow based on the data results (in this example a Query Results Preview).
Post Approval Process
If a workflow is Approved, the Post Approval Workflow (selected in the initial setup) will begin to execute. If a workflow is Rejected, the Post Approval Workflow will not execute.