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Approval flow configuration

Configuring the Approval Process

You may configure the Approval process for your database sheets in Ragic for all users in your account.

Configure the approval flow of a form by going to Design Mode. You will see a checkbox in the lower right corner.

Hovering on this checkbox will display a dialogue box where you can configure the approval flow for the form.

This dialogue box can also be opened from the Form Tools menu.

From this box, you can add as many approval steps as you would like.

Set the Approver Title you wish to use for an approval step such as "Purchasing Manager", or "Project Manager". The Name field is where you will input the approver name for each approval step.

You may select an approver name from the Users in your account. 

If an approver can be anyone from a certain user group in your account, you have the option to select a user group instead. 

If the approver must be a user's direct supervisor, you can choose the option Direct Supervisor under the Company Organization Tree menu.

To set the approver to the user's supervisor's supervisor, you can choose the option Supervisor of Supervisor.

To include the supervisor of the specified user in the previous step of approval flow, you can choose the option Supervisor of Previous Approver.

You can also directly select approvers from Select User or Select Group field. As shown in below image, for example, you can send an approval request to the corresponding Reviewing Officer (the designated approver in charge) of this record as an alternative to selecting someone from Procurement Department (group) as an approver.

If you want to set non-users (such as clients and suppliers) as request approvers, you can choose "E-mail" field in the approval flow configuration. The approval request will then be sent to the email address entered in the record's E-mail field.

Please note that you will need to fill in the information in the system sheet User for the system to correctly identify user supervisors. If you can't see the Direct Supervisor field in your User sheet, please contact support@ragic.com for more information about how to update the default system sheets.

After you finish setting up the approval steps, don't forget to Save the changes made in Design Mode.

Advanced Settings

Below are some additional settings you can configure for your approval flow:

Strict identity verification: Verify user identification when approval is pending. You may have to set this option to comply with local laws, for example, FDA 21 CFR Part 11.

Allow users to reject approval: Users will be able to reject the approval.

Lock record when approval starts: The record will be locked once the approval process starts.

Notify these users when approval is completed: You can notify any user in your database after the approval is completed.

Setting up Rules for the Approval Flow

You can create rules to skip approval steps according to the values in

the record. Click Set rules under the Gear Icon.

For example, you can create a rule stating that only orders totaling more than $1000 require sales manager approval.

Otherwise, the approval process will skip that step.

Using the Approval Flow

The approval steps you have set for the form will show up in all user entries. Once an entry is saved, clicking the Start Approval button will begin the approval process. Only the user who has sufficient access right can start approval for the entry - the SYSAdmin of the database, users with Admin access right to the sheet, or users who are the "entry managers" (the entry creator or users who have been assigned to the entry) with Bulletin User or Survey User access right to the sheet.

You may refer to this guide for further information on how to use the Approval Flow function in Ragic.

Deputy Approval

You can assign a deputy user for users in your system sheet User so that the deputy has permission to approve or reject approval requests during the user's absence. For detailed information, you may refer to this article.

To maintain approval flow when you are on leave, make sure to tick the Notify Deputy checkbox so that your deputy will receive approval request notifications and E-mails to assist with the matter on your behalf. About Personal Settings, please refer to this page.

Please note that you will need to fill in the information in the User system sheet so that the system can identify the deputies for each user. If you can't see the Deputy field in your User sheet, please contact support@ragic.com for more information about how to update the default system sheets.

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