Question

form assigned to multiple people

Forms

Updated October 4, 2021

asked on October 1, 2021

I'm wondering if it's possible to assign a task to multiple people for approval where they all require approval at the same level.

I'm working on an invoice routing process and I've configured it so it goes to multiple levels for approval. It'll be assigned first to a staff member and then to their manager for approval. However sometimes the invoice needs to be approved by two people at the same level, so staff A then staff B. Staff A would approve one item on the invoice and Staff B would approve a different item, then it would go to manager and be approved.

How can I route this process so it'll be approved by both staff members in the same form when they're essentially doing the same task? I do need both their signatures on the form the managers would approve.

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Replies

replied on October 1, 2021

This can be accomplished using a parallel gateway, it would send the form for approval to both parties at the same time. Gateways (laserfiche.com)

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replied on October 4, 2021

If I use a parallel gate way, how would I combine the separate forms into one for the next approval/review in the form process?

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replied on October 4, 2021

Hi Catherine

Attempting to collect multiple signatures on a Form from different users typically requires creating multiple forms and signature blocks. I typically shy away from this by recommending the fact that as the User Logins and selects an Action button which is recorded in the Action History (User, Date Time, Action Selected, Comment) and can be saved and append to the form provides more information that someone just scribbling their signature which is simply just a sign of old processes. It might be comforting to them to reflex their old paper process but your form process can be simplified greatly by avoiding that.

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View 1 previous reply

replied on October 4, 2021

I wouldn't want each person sighing the same form, I'd want them to approve their own form and combine them after in the next process. (debility don't want to mimic paper!)

I'm just lost at how to combine them if they were filled out separately. There would be a second approval form after they sign off, where someone would want to see all signatures of approval on one form. I'm not sure what that'd look like/ how to configure that.

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replied on October 4, 2021

Values entered into a form are carried forward in a process. If the expectation is that the form would only be routed to the second person/approver if the first one does not provide all the necessary data, then I would build a condition into the form to validate when a form is completed and use that in a routing decision to the second person. This logic would need to be defined in the BP.

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replied on October 4, 2021

In this BP everyone would be required to approve the form, and in the next step the next approver would want to see all 3 signature/ approvals when reviewing. So i'm not sure that would work

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replied on October 4, 2021

As each review and Approves using the Action Button, the next or last approver can see the History in the Details pane on the right side when the task is open or in the Task Inbox when the task is selected.

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form assigned to multiple people

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