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Question

Posted to Laserfiche Lounge

How to implement a supervisor approval form that includes info from previous form?

asked on August 9, 2024

Hi - I have a reimbursement form which is filled by the employees. The form then has to go to a supervisor for approval. Right now the process works as in that the form goes to the supervisor for approval (User Task). However, I want the Supervisor Approval Form to be different than the Reimbursement Form, yet I want it to contain info from the Reimbursement Form. I can include the Reimbursement form in the User Task, but I am not clear how to do this pulling info from the original form..

The path should be: Reimbursement Form (employee) --> Supervisor approval form (superviso; user taskr; form contains some info from Reimbursement Form) --> Finance Dept final approval form (contains approval and info from Reimbursement form and supervisor approval form) --> Save all to repository.

Thanks!

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Replies

replied on August 9, 2024

Enrico, 

You can accomplish this by making a copy of your original form and give it a name like "Supervisor Approval Form".  Then use this form for the approval process and it will contain the information from the original form.  You can add needed additional fields to this form (note, these added fields will not be added to your original form unless you manually add them) for the supervisor approval step.  In the Business Process for the approval step, you can assign the new form to be used for that approval and also mark the form as read only if all the approver needs to do is review the form and then click an approval button, but if the approver needs to enter info into fields you added, I would set all the fields from the original form as read-only so they can't be changed and keep the fields "open" for the approver that they need to fill out. 

If there is another approver process and you need additional fields, then repeat the copy process for another form (your finance form) and name it accordingly and add the needed fields for finance to complete.  Make sure to have the finance approver process use this form. 

When everything is completed, and it is time to save to Laserfiche, use the latest form to save to Laserfiche and it will have all the information gathered across the processes.

To make a copy of a form, have the form you want copied selected and then select the copy icon in the upper right.

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replied on August 9, 2024

Thank you for your quick reply! Wow, it was actually easy to do! I didn't realize I could re-use the same field/variables onto the new form! (I am still new to this product). I truly appreciate your help!

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replied on August 9, 2024

The best way to share forms across a process is actually to use the same form! If you are using the new form designer you can build out a form that supports all the different steps, approver and submitter in your case. You put whatever fields you want only the approver to see/edit into their own section or page and then use field rules to show/hide/enable/disable these fields based on the process step.

 

In my opinion this is a much better option than duplicating the form so you do not have to edit both forms any time you want to edit or add to the shared fields.

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replied on August 9, 2024

Zachary...I started with Forms 10 and it was a lot easier to do the copying of the forms unless you you knew Java scripting extremely well to hide the fields by the process step.  Your suggestion with the field rules is much easier to do now with the new Forms 11 designer.

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replied on August 9, 2024

You are correct this solution is only possible in 11 with the new designer!

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