Approve/Reject a form

As a Form Approver, you have permissions to approve and deny submitted forms. Form Approvers have read-only access to submitted forms awaiting approval.

Forms roles and permissions

Role Permissions

Form Viewer

Read-only access to specific forms.

Form Filler

Fills out forms and the following:

  • Save as Draft when a form requires additional work.
  • Complete form that does not require approval.
  • Submit when form is ready for approval.
  • Ability to Recall a submitted form.
  • Ability to Delete form they authored.

From Approver

Approves or rejects submitted forms.

Form approver actions

Approve form

  1. Click Approve in the action bar.
  2. In the Approve Form box:
    • Add approval comments – Add comments about the approval for the Form Filler in the Comments field. The Form Filler will see the comments once they receive an email notifying them their form was approved. This field is optional.
    • Add signature for approval – In the Sign Below field, enter your signature. This field is required for approving the form.
    • Add approvers – You can add additional approvers to the form's approval sequence in the Add Approvers section. Click Add Approver and select an approver from the menu.
  3. Click Approve Form.

Notes

  • If you are the only Form Approver in the approval sequence, the approved form will be available to the Form Filler in the Approved tab in the Forms area. The Form Filler will be sent an email and in-app notification telling them their form has been approved and the notifications will include any notes about the approval and a direct link to their approved form for viewing.
  • If there is more than one Form Approver in the approval sequence, the form will remain in the Pending state and will be sent to the next Form Approver in the sequence
  • When a Form Filler submits a form and the approval sequence contains one or more Form Approvers who are inactive or have lost the Form Approver permission, the application will display a message notifying the Form Filler that they must edit the approval sequence before they can submit the form.

Reject form

  1. Click Reject in the action bar.
  2. In the Reject Form box:
    • Add rejection comments – Add comments about the rejection for the Form Filler in the Reasons for Rejection field. The Form Filler will see the comments once they receive an email notifying them their form was rejected. This field is optional.
    • Add signature for rejection – In the Sign Below field, enter your signature. This field is required for rejecting the form.
  3. Click Reject Form.

Notes

  • The Form Filler will receive an email and in-app notification telling them their form has been rejected and the notificationsl will include any notes about the rejection and a direct link to their rejected form for viewing.
  • Form fillers who navigate to one of their rejected forms will now see a pop-up dialog with details of the rejection.
  • Form Fillers will also be able to view and edit their rejected form from the Rejected tab in the Forms area.

Actions available after approving/rejecting form

After the Form Approver approves or rejects the form the following actions will be available to them:

  • History – Once you have submitted or completed your form, you can view form history. Form history includes, any actions (including rejection or approval comments), taken on the form.
  • Preview – Provides a browser preview of your form. On this page you will have the option to download a PDF version of the form. This action is also available after submitting/completing a form.

    Google Chrome

    1. Open Chrome.
    2. Click on the three vertical dots icon to open the Customize and control Google Chrome menu.
    3. Click on Settings.
    4. Click on Show advanced settings.
    5. Click on the Content settings button.
    6. Locate PDF Documents and check the option Open PDF files in the default PDF viewer application.

    Firefox

    1. Open Firefox.
    2. Click on the hamburger icon to open the Menu.
    3. Click on Options.
    4. Click on Applications from the sidebar menu.
    5. In the Applications table, select Portable Document Format (PDF) and select the action Always ask.

  • Email – Use this action to send your form to users from the B2W Inform system and/or external users. This action is also available after submitting/completing a form.

Approve/Reject workflow scenarios

The following scenarios help to further explain and demonstrate specific actions related to approving/rejecting forms.

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