How to set up Remote Approval


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The Remote Approval feature lets a user perform request approvals via email, as an alternative to launching the actual form within the WorkflowGen User Portal.

Note: This article assumes that the SMTP server is set up in the Administration Module and is functional.

There are four steps to perform in order to set up Remote Approval:

  1. Enable Remote Approval in the Administration Module.

  2. Map the Approval field in the Form Designer.

  3. Create an email template in a process data.

  4. Create a custom notification.

Step 1: Enable Remote Approval in the Administration Module

Remote Approval settings are set on the Remote Approval tab in the Configuration Panel. For more information regarding the setup, see the Remote Approval and Configuration Panel sections in the WorkflowGen Administration Guide.

Here’s an example of a typical configuration:

Step 2: Map the Approval field in the Form Designer

In the Mappings section, make sure to enable Quick Approval for the corresponding approval field. If you’d also like to be able to add comments in the email, make sure to enable Quick Approval comments in the appropriate field. Note that comments are optional in Remote Approval.

You can also set multiple keywords that represent a specific option. In the example below, we set Yes,YES,y,Y,OK,ok to represent the original answer YES. If the user replies with y or OK, the system will consider it as a YES and will proceed with the logic of the workflow. See the Remote Approval section for more information regarding setting up keywords.

Step 3: Create an email template in a process data

In the process’s Data tab, create a new FILE type data and set up the email template to your liking. For more information regarding building custom notifications, see the Setting up notifications article.

You can download a sample template that includes mailto links that already contain an OK or NO answer at https://advantys.box.com/v/RemoteApprovalTemplate.

Step 4: Create a custom notification

Create a custom To do notification that uses the template data created in step 3:

You’re all set!


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