Approval workflow reference
Use the Approval Sequence workflow feature to setup a custom workflow for forms to be reviewed.
Users who fill out forms can submit forms to one or more reviewers who decide to approve or reject the form. This workflow feature supports email and in-app notifications, to ensure users are informed every step of the way.
Form and template users have different roles and permissions that affect workflow, and are referenced in the table below:
| Role | Permissions |
|---|---|
|
Template Creator |
Can create new templates and view templates they have created. |
|
Template Editor |
Can view and edit all templates in the system. |
|
Form Filler |
Can fill out forms, recall, and delete forms they have submitted. |
|
Form Approver |
Can approve/reject forms that have been assigned to them to review. |
Workflow
Approval workflow is setup in the following ways in B2W Inform:
Create new template
Note: Template creators/editors cannot select specific form approvers, but can decide to require approval of a template once it is published as a form. Form Fillers and Form Approvers can select approvers. See Form Approver—Approve/Reject Process.
Template creators and editors can decide to require approval of a template once it is published as a form. There are 2 areas where template creators and editors can choose to require approval of a form:
- On the Create New Template page they can select Yes from the Requires Approval menu
- By clicking Properties at the top of a template page— which opens the Template Properties box — and selecting Yes from the Requires Approval menu
If the template creator/editor decides to require approval for a form:
The Form Filler will have to submit the form to one or more Form Approvers and will see a Submit button in the action bar.
Forms that do not require approval
If the template creator/editor decides to not require approval of the form:
The Form Filler will fill out the form and see a Complete button in the action bar. Once they click the Complete button, they will be able to view and edit their completed form in the Complete tab of the Forms home page.
Forms that require approval
When a form requires approval, the Form Filler will see a Submit button in the action bar indicating the form requires approval. Once the From Filler clicks Submit the Approval Request box will appear, allowing the Form Filler to select one or more aprpovers. At least one approver is required for them to submit the form. A Form Filler can also select approvers at anytime by clicking Properties at the top of the form.
Save form approval sequence
To save time, form fillers can select the Remember this Approval Sequence the next time I fill out this "Name of form" check box when they know similar forms in the future will require the same approvers.
Approved forms
When a form has been approved, an email notification will be sent to the Form Filler who submitted the form. This email includes a direct link to the form so the Form Filler can view the form. An approved form can also be accessed in the Approved tab of the Forms area.
Rejected forms
When a form is rejected, an email notification is sent to the Form Filler who submitted the form. This email includes a direct link to the form so the Form Filler can view and edit the form. A rejected form can also be accessed in the Rejected tab of the Forms area.
Additional Information
About form history
When a form has an approve/reject sequence setup, a History button 
will appear in the action bar once a form has been submitted for the first time.
- Click on History to view a popover box that displays the history of the approve/reject workflow — if the form was rejected or approved, by whom, date and time, signature, and a link to any comments from the Form Approver.
About approving and rejecting forms
Approving forms
If you approve a form, your signature is required, you can add comments, and you can modify the approval sequence if there are two or more approvers on the list or add additional approvers to the sequence if you are the last approver on the list.
Rejecting forms
If you reject a form, your signature is required and you can add comments to tell the form filler why you rejected the form.