A form can send each response to a reviewer, who approves or rejects it. The reviewer can also fill in a value, such as where a repair goes, while they decide. This uses Foldr’s Reviews feature, so Reviews must be on. Approver decision fields are on Foldr Cloud now and on appliances from 11.3.
What you need
- A form with a destination folder. An approval works on the file a response makes. See Choosing where form responses go.
- At least one question set to Save answer to field, because a rule checks custom fields on that file. See Letting a form save answers into a custom field.
- Permission to set up reviews. Anyone else sees An administrator can set up approval for this form.
Add the approval
- Open the form, choose Settings, then the Responses tab.
- Under Request approval, choose Send responses for approval and build the rule.
- To route to whoever the response names, the destination needs a people field that forms can write to. Choose Add an approver field, which adds a field called Approver that takes a person or a group.
Settings warns you when there is no destination folder, no question saves its answer to a field, a rule checks a field that no question fills, or the form saves an answer there but is not published yet.
Let the approver fill in a value
- In the approval step, under Fields the approver fills in, choose Add a field.
- Set Required if Approve must stay disabled until it has a value.
- Set Also ask when rejecting to ask on a rejection too. Without it the field is only asked when approving.
- Optionally give a Default value (optional). A people field has no default.
The values are written to the file the response made. An approver can set select, text, number, date, yes/no and people fields. A hidden field is set, but the approver cannot see it on the file afterwards.
After approval
- An automation attached to the approval’s outcome receives the choice as
decision. - A script set to Run on submit runs before approval. To run one after approval, add it to the approval’s outcome.
- A signature can wait for the approval. See Sending a form response for signature.
Stop sending for approval removes the rule. Approvals already raised are not affected.
If something does not work
- A warning says no question saves to a field. Add Save answer to field to a question.
- The approver field is missing. The destination has no people field forms can write to. Use Add an approver field.