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Form Approver Roles

  • Updated

The Form Builder is currently a Beta feature and must be turned on before it can be accessed. Please contact your Account Manager for access to this feature.

When a user submits a form, it is sent to designated approvers. These approvers are created and permitted to view forms through Form Approval Roles. 

This article outlines the following concepts:

Go to Content Creation > click Form Approval Roles > click New

2025-03-27_12h35_58.png

 

Details

In the Detail tab, give this role a Name and Description.

2025-03-27_12h38_29.png

 

Assigned approvers

In the Assigned approvers tab, set which users, admins, or Team Leads belong in this role. 

Click Add approver. 

2025-03-27_12h37_03.png

 

Approvers are set by choosing specific users. 

2025-03-27_12h37_15.png

 

Map by profile field

Map by profile field allows the selected user (Approver) to approve Form submissions based on the Profile Field information of the Primary Form User (submitter).

2025-03-27_12h39_51.png

 

Map by user group

Map by user group allows the selected user (Approver) to approve Form submissions based on the User Group(s) the Primary Form User (submitter) is a member of.

Enable All user groups required to only allow the selected user (Approver) to approve Form submissions for Primary Form Users (submitters) who are members of all selected User Groups.

2025-03-27_12h40_03.png

Click Update. 

 

Assign Approval Roles to a Form

Approvers are applied to a Form in the Approval flow tab of the Form editor. 

2025-03-27_14h25_02.png

 

How to approve once submitted

First, to show the forms in the user menu, it will need to be turned on. Go to Design > User Portals > Select your user portal > User menu tab > toggle on My Forms:

This will make it appear in the user menu under vertical dots in the top right:

Once that is set up and My Forms is selected, there will be a new tab present called My approvals:

A user must submit a request before the My Approvals tab will appear for the approver.

 

Next, Select the edit button to the right of the form submission:

This allows it to be reviewed for accuracy, who requested it, along with the ability to approve or reject the request:

There will be a message popup confirming this action:

Once approved, it will redirect you to the main forms page and show the approval stamp:

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