Approval Flow with Fields for Approver to edit

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    Asked on November 29, 2021 at 10:34 AM


    Is it possible for a form to be submitted and the person responsible for approving fill out additional fields (not visible to the submitter). Use case is:

    Form is used as a grant application. Once submitted the approver can fill out the following fields:

    • how well does this align with our pillars of giving? (scale of 1-5)
    • Is this organization serve within our territories? (yes or no)
    • how well does this enhance our company reputation? (scale 1-5)

    I see that we can add in comments and even make them required BUT how can we have the approver add additional information in a structured way (such as fields they fill out) and not just have to input all this information into the comments field?

    Thank you!

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    Answered on November 29, 2021 at 11:40 AM


    What you can do is add an edit link on the Approval Email that will be sent to the Approver so he could fill out additional fields in the form that are meant for Admins, etc. You can follow these steps below on how you can do this:

    1.) Add an edit link on the Approval Email. You can refer to my screencast below


    2.) Add a Get Form Page URL Widget on your form then hide that field


    3.) Add a Show/Hide field Condition wherein if the Get Form Page URL field contains the word "edit", it will show the multiple hidden fields that the approver will fill out. In my example below, I selected all the fields on the 1st page from the APPROVAL MATRIX up to the Comments field.


    What happens here is that when the approver clicks on the Edit link in the approval email, he'll be able to fill out those hidden fields then re-submit the form. The recipient of the notification email will then receive the completed form with all the fields filled out.

    Let us know if you have any other questions or concerns.

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    Answered on November 29, 2021 at 11:44 AM


    This works great, thank you. Is there any way to differentiate the FIRST approval notification email the approver receives from the SECOND approval notification email (the one that is sent after the approver fills out the hidden fields and re-submits?)

    Thank you.

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    Answered on November 29, 2021 at 12:48 PM


    Thank you for following up.

    Please elaborate on what you mean by differentiating. One way they will be different is the second email would contain all the new information added by the approver.

    However, I see that you do not have any Notifications set up in the form, only the approver email from the Workflow and the autoresponder going out to the submitter.

    You can set up a notification email in the form and set it to send to a specific email only if the approver fields have been filled. See the below screen capture as an example:


    I hope this can be helpful. If it is not, then please elaborate and I will be happy to help!

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    Answered on November 29, 2021 at 01:11 PM

    Thank you for responding. What I am looking to do is once the applicant submits, the approver gets a notification with a link to go edit the "admin portion" of the form (which I have set up and hidden from the applicant). THEN once the approver submits the form again, the approval process is triggered.

    Basically I am doing this in order for the approver to be able to label the application with certain information and the approval be done after that information is added to the application.

    If I try what you are suggesting, I am still getting TWO approval flow notifications. I can see that one shows up with the approver filled fields (the second one) and one does not, but was hoping to be able to better customize the two different nofications since one needs to communicate "application submitted, go fill in approver fields" and one needs to communicate "ok, approval fields have been submitted, approve or deny?"


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    Answered on November 29, 2021 at 02:48 PM


    Upon checking your form are you referring to the autoresponder email that is being sent?. Currently, you have two autoresponders set up that send both after submitting the form. The first autoresponder email was the one where you included the edit link for the approver to edit the submission and add the admin portion. The second one was where you reach your final decision but you also included the edit link for it. What you can do is to change the email setting to send the second autoresponder email if the form was edited this way you would be able to differentiate that this was after the approver completed the fields.

    If you are referring to the approval workflow email that is being sent you can edit the email content to further customize it. The approval workflow email is set to be sent every time the form is submitted or edited.


    Let us know if you have any questions.