Approval workflow & attachments

  • rolanddgau
    Asked on June 7, 2021 at 7:11 PM

    We are testing out Approvals and it is mostly working quite well but we have some questions around the workflow...

    When the approver receives the approval email they have the options to 'approve' or 'deny' which indicates that when they click one, they have made their choice, but when the option to leave comments is ON, it in fact it takes them to the Inbox to choose again and click 'approve' or 'deny' again... so the email buttons are a little misleading.

    So in this case, I'm wondering if there is an option to have a 'Review Request' button or similar instead of the Approve/Deny buttons? I have tried to remove & edit the Approve/Deny buttons but it doesn't seem possible.

    We are also keen to attach an uploaded files to the approval email but can't see the option for this - can you please advise if this is possible?

    Thanks

  • Amin JotForm Support
    Replied on June 8, 2021 at 1:44 AM

    Hi there,

    Thanks for reaching out to us!

    Kindly note that when approvers click on either button in the email they receive, they will be redirected to Inbox to make the final decision. Unfortunately, making the final decision directly from the email is not yet available.

    Yes! You can actually fullly customize the email sent to approvers as shown below.

    1623130624 60bf02004e581  Screenshot 10

    You can attach PDFs and files as well to emails sent to approvers as shown below.

    1623130989 60bf036d3853a  Screenshot 21

    I hope I have been of any help.

    Should you have any further inquiries, we will be more than happy to help.

  • rolanddgau
    Replied on June 8, 2021 at 2:02 AM

    Thanks for your reply.

    So there is no way to remove or edit the Approve/Deny buttons on the email?

    Also I know how to customise the email, and that you can upload an attachment - that's not really what I was asking - I want to know how to attach the files which have been uploaded by the user with an 'add files/upload' question as part of the form. So the 'supporting files' are sent with the approval email... is this possible? I know you can do this with the usual notification emails, so it would be nice to do this with approval emails too.

    Thanks

  • Amin JotForm Support
    Replied on June 8, 2021 at 4:13 AM

    Hi again,

    "So there is no way to remove or edit the Approve/Deny buttons on the email?"

    Again and as I said, you can fully customize the email including deleting/customizing the Approve/Deny buttons. Below is the customizable email template that you get once you follow the screenshots I sent. Can you please let me know if I'm misunderstanding you here?

    1623139585 60bf25011e803  Screenshot 10

    As per the other point, it is, unfortunately, not possible to attach uploaded files to the approval email. You may however use the classic way for building a workflow with normal email alerts.

    I hope I have been of any help.

  • rolanddgau
    Replied on June 8, 2021 at 7:44 PM

    Thanks Amin.

    When I edited the email and tried to delete the Deny button it automatically re-appeared. Hence I thought it must be required and not removable. Since I have been able to delete it - the first time it re-appears, but then if you select and delete a second time it does disappear - strange, but got there eventually.

    My follow up question is - what impact does it have if we remove the Deny button and only leave the Approve link? I can see there are different links ({approvalDeeplink}?outcomeID=1 or {approvalDeeplink}?outcomeID=2) - is it possible or advisable to remove the '?outcomeID...' from the link (so the link would just be "{approvalDeeplink}")?

    Lastly, regarding adding uploaded files to approval emails - can you please put that as a feature request and advise if/when available? I imagine we are not alone in needing to view uploads/files in order to make a decision about an approval.

    Thanks

  • rolanddgau
    Replied on June 8, 2021 at 7:51 PM

    Sorry, just to follow up again - I actually tried to test this out...

    I deleted the Deny button and saved the email with only the approve link, then tested the wokflow - the system automatically re-added the Deny button to the approval email. I went back to check and 'edited' the email and could see the deny button again where I had deleted it. So unfortunately your suggestion to 'fully customise and delete buttons' isn't possible as far as I can tell - can you please confirm this or advise how I am able to do this...?

    Thanks


  • Basil JotForm Support
    Replied on June 9, 2021 at 5:06 AM

    Hi,

    I have tested the custom email and it seems that after deleting the button it gets automatically re-added to the email.

    You can try changing the text of the buttons from the source code of the email.

    1623229535 60c0845f8a91d chrome jSdh8ham Screenshot 10

    1623229545 60c08469d19f6 chrome cYAX09La Screenshot 21

    1623229558 60c0847689d5b chrome xre1iuBh Screenshot 32

    Please let us know if you require any further assistance.

  • rolanddgau
    Replied on June 10, 2021 at 9:59 PM

    Thanks Basil.

    Yes I have already tested that out and it works fine to change the text. But it's still not ideal having these approve/deny buttons when there is a second step the actually approve/deny. There needs to be an option to have one button which says something like - "Review & Approve/Deny" - then the user knows they still need to review the case before they approve, rather than thinking they have approved when they click 'Approve' in the email.

    Can you please also answer my request above about uploaded/supporting files?

  • Sara_G
    Replied on June 11, 2021 at 5:13 AM

    Hi rolanddgau,

    I have just sent a feature request to our developers regarding the option to add one button 'Review&Approve/Deny' and regarding the 'add files/upload' option for the Approval Emails.

    Unfortunately, we are not able to confirm an ETA for their reply.
    Any update/reply will be posted here.

    Thanks.

  • modernacademy
    Replied on June 21, 2021 at 8:38 PM

    Hi Sara_G

    I also need the same request

    is there is any news about adding one button 'Review&Approve/Deny' and regarding the 'add files/upload' option for the Approval Emails.

  • Vanessa_T
    Replied on June 22, 2021 at 6:01 AM

    @modernacademy,

    I have moved your concern to a separate ticket and will be answering you in the ticket linked below shortly:

    https://www.jotform.com/answers/3174750

  • Servet Product Manager
    Replied on July 30, 2021 at 11:09 AM

    Hi rolandgau,


    We have implemented the functionality to send upload as attachments. By simply opening Send Email settings and in advanced tab enabling 'Send Uploads as Attachments' you can use this functionality.

    1627657776 6104163095afd  Screenshot 10


    If you experience any problems or have any questions about it, please get in touch with us.