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Forms Inbox - Hidden Details Pane allows users to bypass tasks - What is this?

Forms
Updated October 3, 2018
posted on September 19, 2018

In the inbox, there is a pane collapsed to the right hand side, that says details. If you open it, it looks like the image below. If you select a task, and click the "Submit" button in this pane, it bypasses their task and moves the process forward to the next step.

What is this pane and how do we hide it from the users? It completely breaks the process when users can bypass their assigned tasks.

 

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replied on October 3, 2018

The default option for Direct Approval was turned on for the 10.3 release, but this opened the door for designers unaware of this change to accidentally leave it on for new user tasks and allow approvers to bypass important fields. We will be changing the default back to off for this setting and requiring designers to opt in to direct approval as it is the more secure option. 

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replied on October 3, 2018

Thanks Jared, it is a useful feature if you happen to have a task that only requires an action, and no input. Those tasks are sparse though. I always thought Direct Approval was an approve by email feature so I rarely touched it in the past.

Given that it allows selecting an action, without entering the required inputs, this feature could be awesome if we could bind it to specific actions.

For example, if I bind it to an action "Withdraw" or "Cancel", where the required inputs are often no longer required, I would no longer have to setup the redundant configuration of having them check a box to "Withdraw" or "Cancel" that hides the required fields first.

However they could never "Submit" without providing the required information.

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replied on October 3, 2018

Direct Approval itself just shows the buttons in the inbox to allow for quicker actions on the task. You can also configure an email server to extend it to direct approval via email. 

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replied on September 20, 2018

It does not bypass the assigned task. The task is still assigned to a user or team. It does allow them to approve or deny the task though without actually opening it up. The main concept for the Direct Approval is to be able to have end users approve tasks from their email without ever having to open Forms.

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replied on September 20, 2018

When looking at the process history, this is what we saw for the form submitted. I was baffled as to how this could happen, but the assigned user was able to explain what they found in the inbox that got around it. Not that they were doing it on purpose, they are new users to the product. I just verified that removing direct approval removes the option, but somehow all my tasks are getting set to direct approval when they were not before.

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replied on September 20, 2018

I believe that is turned on by default in the latest versions of Forms. I have not confirmed this, but I have noticed the same thing on a couple processes I've been working on as well.

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replied on September 20, 2018

Hi Chad,

It is available if you have 'Direct Approval' selected for the user task.

As you say, this allows users to bypass and submit the task, even if required fields have not been filled in. It would be great if this feature was improved so that Direct Approval was only allowed if the form assigned to the User Task does not contain any required fields.

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replied on September 20, 2018

Interesting, I am familiar with Direct Approval as a method to approve through email, which I did not have configured. I just checked and every single user task in my process had it enabled.

Is it enabled automatically now? Has it been enabled for every process ever built?

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replied on September 20, 2018

I just checked my processes as well and see this is enabled for every approval.  I'd like it better if this option was defaulted to off and I could toggle it on for the processes that I felt needed it.

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