Who Can Do This?
Approval steps are a great way to review a submission within the workflow while having the option to request changes, deny the submission, or approve it.
First, navigate to your Workflow page.
Make sure your workflow is unlocked so that you are able to edit it.
If this is a new workflow without any steps yet, you will notice one large plus sign "+" underneath your start button that you can click on to add an approval step. If you already have existing steps in your workflow, you will notice plus sign buttons in between each of your existing steps. Click on the "+" that aligns with where you want your approval step to be located in the workflow. You will also be able to move this step to a different part of your workflow at a later time if needed.
You will now see a selection pane on the right side of your screen where you will decide what type of step you'd like to add to your workflow. Choose Approval.
Now your approval step appears in your workflow. Notice that there is a red exclamation point in the left corner to remind you that it is not completely set up yet. Wait for the blue checkmark in the bottom right corner of your screen to confirm that your changes have been saved.
Click on your red approval step to finish configuring it. Your step configurations should now appear on the right side of your screen.
First, you can change the step name that appears in the workflow.
Next, you will need to decide who should complete this approval step. Depending on where your approval step falls in the workflow, you might have up to 4 options to choose from. Keep reading below to learn more about what each of these options mean.
The person who starts the Script
The person who begins work on this specific submission will complete this approval step.
Let the previous step's completer pick who will do this step*
The person who completed the step prior to your approval step will be prompted to choose who should complete the approval.
*See below for the different ways you can allow them to choose.
The same person who completed the previous step
The person who completed the step right before this approval step will be the one to also complete the approval.
Let me specify who will do this step
You will determine ahead of time who will complete the approval by adding a Script Team, a Script user, an external email, or a combination of the above. You'll need to choose at least one person, but you can have as many as you would like.
*Additional information on second option:
You can allow them to choose from predetermined people or groups of people who should complete this approval. This is done by setting up a completer group.
Enter a display name for your group such as "Administrator", "HR Department", or whatever you need it to be.
When selecting approvers to be a part of your completer group, you can either choose a Script Team, an existing Script user, an external email, or a combination of the above. You need at least one person in this completer group, but can have as many added as you'd like.
To give your previous step's completer more than one person or group of people to choose from, click the blue Add Completer Group button. Repeat the steps above until you have as many completer groups as you need.
2. Instead of using completer groups to provide predetermined people for them to choose from, you can delete the completer group and allow them to enter the person of their choice.
Click the trash can icon to delete the completer group option.
Select the checkbox that says "Let the previous completer enter the email of who should do this step". In this option, the previous step completer will be prompted to type in the name and email address of the person they would like to complete the approval.
Once you've decided who should complete this approval, you may now include step instructions which will appear at the top of their screen while they are completing their approval step.
The final setting to configure is which kind of approval you need. You can choose between Any Approval or All Approvals. This is important when you have more than one possible person completing the approval step. Use the notes under each blue button to guide your decision on which is best for this workflow.
Click the blue Save button to save your configurations.
Once you see the blue checkmark signaling that your changes have been saved, your red exclamation point will be gone and your approval step is ready to be used!