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Feature Request: Direct Email Approval Reason

Version 11 Forms
Updated October 19, 2023
posted on September 22, 2023

It would be very helpful if the Direct Email Approval option could also store a reason when there is a rejection so that if the initiator is rejected, that reason can be used as a variable in the notification email.

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replied on October 9, 2023

Hi Angela,

Which mode of direct email approval are you using? 

This is not support with 'Click an action button in an email to complete tasks' mode yet, while with 'Reply to an email with the action button text to complete tasks', optional reason could be replied in second line with direct approval as suggested in email notification.

You can perform this task via email by replying to this message with one of the following actions as the first line of the email body: Approve, Reject, Submit. Optional comments (up to a maximum of 500 characters) can be typed in the second line.

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replied on October 10, 2023 • Show version history

I am using the button option.  I thought about the replay but where would the second line be saved so it can be used as a variable in a later step?

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replied on October 10, 2023

@████████ is this in the Forms documentation?

 

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replied on October 11, 2023

@████████

The second line will be treated as user task comment when processed, and like other user task comment, it can be retrieved in later step by process variable token 'Previous submission -> Comment'

 

I will record support comment for 'Click an action button in an email to complete tasks' as feature request though

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replied on October 11, 2023

@████████ This is not explicitly introduced in Forms documentation, while indicated in sample in Direct Approval (laserfiche.com)

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replied on October 11, 2023

Could wording be added to explicitly talk about this ability?

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replied on October 11, 2023

Thank you for putting in the request to add this with the buttons.  I don't suppose there is the ability to have some forms use the buttons and other forms use the Reply with an action?  I understand the setups are very different.

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replied on October 18, 2023 • Show version history

Yes, currently only one mode for all user tasks in the system.

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replied on October 19, 2023

Request made to update the corresponding online help page.

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replied on September 22, 2023

I like the idea, just not sure how it could be implemented. Forms would somehow need to know what information to pull from the email to use as the reason.

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replied on September 22, 2023

I agree it would be tricky.  Either a radio button or free form field would have to know to pull from the email and where.  Perhaps that could also show in the email as well.  Almost everything has a rejection option and without being able to provide a reason, it makes this option useless.  My current work around is just use verbiage explaining to reject the form they have to open it, but the button still shows so it gets confusing if people don't read the email completely.

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replied on September 22, 2023

I second this request. Rejected forms need to include a reason that can be provided to the person who submitted the form. Without this, we aren't able to use Direct Approval for forms with a Reject option.

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