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Question

Forms: Email sent only after multiple approvals

Updated March 20, 2014
asked on March 20, 2014 • Show version history

I have a form being developed that requires approval from 4 people.  Currently, when one person approves this form an email is being sent back to the initiator.  Is there a way for one email to be sent once all 4 people have approved the form instead of an email each time a person approves the form?

 

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SELECTED ANSWER
replied on March 20, 2014 • Show version history

I would imagine that it would look like something below. I would create a "Form" for each approval task with a drop-down or radio button that would have them cast their vote yes or no. In the Outflow for Notify, use OR statements based on those fields = "No". That way if any of them voted No it would send it down the Denied path. You would do the same, but for Yes for the Approved path. I have put in a feature request for a Voting task. You can view that request here. Vote it up if you think it would be useful.

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Replies

replied on March 20, 2014 • Show version history

This should be relatively easy. Are the 4 people all approving the form in parallel or does it go from person to person? If it's from person to person, you just don't include them in an email task until after the last person has signed it. Like below:

If it is using a parallel gateway, it would look like this:

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View 1 previous reply
replied on March 20, 2014

The problem is that the form is sent to 4 people for approval, any one of these people could deny the form which would make the form denied all together. What I need is to be able to have the gateway wait until all 4 of them have responded and compare the responses. Then take the appropriate avenue (approved or denied) afterwards.

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SELECTED ANSWER
replied on March 20, 2014 • Show version history

I would imagine that it would look like something below. I would create a "Form" for each approval task with a drop-down or radio button that would have them cast their vote yes or no. In the Outflow for Notify, use OR statements based on those fields = "No". That way if any of them voted No it would send it down the Denied path. You would do the same, but for Yes for the Approved path. I have put in a feature request for a Voting task. You can view that request here. Vote it up if you think it would be useful.

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replied on March 20, 2014

Thanks man. I was trying to get away from adding a field or radio button that would have to be checked or filled (just using the approved or rejected). I also voted up your suggestion, seems like that might do what I need now. smiley

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replied on March 20, 2014

If you use the drop-down or radio button option, I make the button they click on to move the form down the process probably just say something like "Done" so it's not confusing.

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