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Using Dynamic Approval Mode
Dynamic Approval Mode
logiforms provided several Notification Approval Modes designed to let you and/or a group of recipients to approve or decline incoming submissions. This article describes how to use the Dynamic Approval Mode.
When would I want to use the Dynamic Approval Mode and how does it work?
When using a Dynamic Approval Notification Profile, and a form submission is received an email is sent to a single "Manager" to approve the submission. The Managers email address is found by looking at a field in the submission data. The Manager will receive the form submission notification and a link to update the data, and approve or reject the submission. The submission is immediately recorded to the submission bin upon being received (this is unlike the other approval modes where the data is stored in a temp table until being approved) and when a submission is approved or declined a field in the record is updated with the declined or approved status.
An email can also be issued to the person who submitted the form informing them of the decision. You can use triggers with this notification mode, if you wanted other 'actions' to happen when the record was approved or declined.
The Key Differences between the Dynamic Approval Mode and Other Approval Modes are: - Supports only one manager (does not support multiple approval members)
- The Manager Email is taken from a field on the form
- The Submission is immediately recorded
- A status field is set to 'approved' or 'declined' based on the action taken
- There is no expiry option in this mode
Building the Dynamic Approval System: Setting up the Form Fields
For the Dynamic Approval Mode to work, you need to have the following three fields on your form. This fields can be named anything you want:
"Status" Field - this field will be assigned the approved or declined status when the record is updated
"ManagerEmail" Field - This field will contain the email address of the Manager or Person responsible for approving the submission.
"UserEmail" Field - This field will contain the email address of the person submitting the form. If selected in the setup, this email address will be the recipient of notification of approved or declined status when the record is updated.
The Image below, shows our simple example forms with the 3 key fields.
Creating the Dynamic Approval Notification
The next step is to create the notification profile.
- Click the Notifications Icon under the Form Tools Menu
- If Notifications have not been enabled, enable them now
- Click the Link says "You have no Notification configured. Click here to create an Notification."
- Click "Create a Standard Notification Profile (Email Form Results)"
- Next, enter a name for the notification profile, set it as the default and select "Dynamic Approval Mode" from the Notification Profile Type Drop Down
- After selecting the Dynamic Approval Mode the screen will refresh and the options below will be shown. Configure the options as shown below, selecting the fields on your form for the Manager Email, the users Email (for Notification on Approval/Reject) etc. You can also set any fields that you would like to have either disabled or hidden when the Manager accesses the form.
- The "On Approval/Reject Action" checkboxes allow you to specify if you want to send an email when these actions are taken. If you select these options, you'll be asked to enter the content of these emails in a the next step.
- The Final Step on this page is to enter the from address and subject for the original notification email that will be sent to the "ManagerEmail" Field.
- Click Next to Advance
- On the next page, enter the email that will be sent to the Manager. A link will be added below your content that reads "Click here to Approve, Decline and Edit this Submission". Click Next, once you entered your message.
- If you selected to send notification on approval in the "On Approval/Reject Action" field in the previous step, then the next screen will provide an editor for you to create the approval message. This step is then repeated for the Declined Notification message.
- Click Next to continue, when your done, you'll be returned to the Notification Menu
Your Dynamic Approval Mode notification is now configured and ready to work.
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"The form builder is actually quite ingenious in its simplicity.
The flexibility it affords is almost unexpected because it's so easy to use.
We were able to quickly create about a half dozen forms and get them online and working with complete validation,
email, and data storage in the same amount of time it would have taken to create just the HTML for only one of the forms."
Shahid Shah
Marketing Manager
Netspective Corporation
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"The support and service at Logiforms is fast and responsive the friendliest people in the world are on their staff!"
Bill Span
President
NetroMedia
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Web Design Resources
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