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Question

Forms submit and Approval in one step

Laserfiche Forms
Updated August 22, 2014
asked on August 22, 2014

We are using Forms 9.1.1.  We have a use case where in certain circumstances a person who submits a form can also approve the form (first level approval).  It would then go on to the next level of approval.  Rather than have the person submit the form and then get an E-Mail to go back into the form to approve the form,  I would like to know if there is a way to do this in one step.  I want to make sure the submittal and approval show up on the Action History page.  Is there a way to do this?

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Answer

SELECTED ANSWER
replied on August 22, 2014

I still do not get why either of the suggestions are not acceptable to your needs.

 

If you want it in the action history, an action needs to occur. Using a gateway allows you to redirect processes started by the supervisor to a different approver for that first approval step before it reaches the second approval. 

 

If you do not want a second approver, then you can use the gateway still, but have it perform an email task or something along those lines and name that task something to indicate the supervisors approval. 

 

Either option, you have an extra line in the action history to indicate the first approval. 

 

BTW, their are some LF Answers that may show you how to configure signatures, but I have not done that type of setup myself, so I cannot speak of it's consistency.

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Replies

replied on August 22, 2014 • Show version history

use a gateway to test if the initiator was that person, and go to the second approval if it is, or add in another approval step if that path were taken for someone else to do the first approval

 

http://www.laserfiche.com/support/webhelp/laserficheforms/9.1/en-us/forms/#Gateways.htm

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replied on August 22, 2014

What you describe is what I initially did, but the problem is that in the Action History if a supervisor submits and approves a form then the only thing that shows in the action history is that the supervisor submitted the form.

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replied on August 22, 2014

you can add in a gateway with only one outflow set to default and then name that gateway something to indicate in the action history that the supervisor is the one that submitted the form initially. But! as i mentioned, you can add a different person to approve when the supervisor is the initial submitter

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replied on August 22, 2014

I'm not sure if there is a way to have it show in the action history, but we have several workflows where it looks to see if a supervisor submitted the form. If they did, then it skips the supervisor approval step. See below:

To determine if they are a supervisor, we are doing a lookup when the form is initially filled out to see what their position is. That then fills in a hidden field which is evaluated at the "Did Supervisor Submit?" gateway. The gateway is set to go to the "HR Assistant" step if the position matches supervisor and is set to go to "Supervisor Approval" if not.

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replied on August 22, 2014

What you describe is what I initially did, but the problem is that in the Action History if a supervisor submits and approves a form then the only thing that shows in the action history is that the supervisor submitted the form.

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replied on August 22, 2014

Can I ask what the reason is to have it show in the Action History? Just want to a have a full understanding.

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replied on August 22, 2014

Since there is not an out of the box way to have digital signatures on the form, have the entry on the Action History page is the next best thing.

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SELECTED ANSWER
replied on August 22, 2014

I still do not get why either of the suggestions are not acceptable to your needs.

 

If you want it in the action history, an action needs to occur. Using a gateway allows you to redirect processes started by the supervisor to a different approver for that first approval step before it reaches the second approval. 

 

If you do not want a second approver, then you can use the gateway still, but have it perform an email task or something along those lines and name that task something to indicate the supervisors approval. 

 

Either option, you have an extra line in the action history to indicate the first approval. 

 

BTW, their are some LF Answers that may show you how to configure signatures, but I have not done that type of setup myself, so I cannot speak of it's consistency.

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replied on August 22, 2014

You can add electronic signatures to a form with a little custom coding that has gracefully been supplied by Laserfiche. You may use that to capture the signature and have it displayed on the form as the approval. That way it would not need to be in the Action History because it is on the form itself.

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