Multi-approval form

About multi-approval

Multi-approval is a form setting that, when enabled, requires approvals from multiple stakeholders, such as union staffs and/or club executives. This ensures proper authorisation and accountability at different approval stages. 

For example: when a club applies for funding from the student union, by enabling multi-approvals, the form ensures that funds are allocated responsibly and all necessary stakeholders review the request before approval. The approval workflow could be:

1. Club president approval - to ensure the request is legitimate and align with the club's budget and finance needs
2. The union's finance staff approval - reviews the financial viability and compliance with funding guidelines.

Set up multi-approval for a form

• To enable multi-approval for a form, go to Forms > Forms Manager, open the form in Edit mode
• Select Settings button (see image)
  
• Turn on the toggle for Multi User Approval
• Select the people who will approve the form
  Note: if you cannot find the right person, make sure you have added that person in User Management (from User Settings) and give them the access to the forms
• Optional: Enter the number of student executives who need to approve the form
• Click Save to save your new settings

Manage submissions of a multi-approval form

In the Submissions table (table location depends on the form type, eg: general submissions vs grant vs affiliation submissions), if a submission requires multi-approval, the number of approvals will be displayed under the form reference number (see example in photo). All the approvers will receive email notification to let them know that they have a form submission requiring their approvals.

To approve:

• Make sure that you are included in the list of approvers for the form
• Go to the form submission detail page, you can see the list of approvers for this form in the Approvers section
• Click on More > Approve this form as usual
• Once you have approved the form, the status will be updated accordingly in the Approvers section (see photo) 
• Once the submission is approved by everyone, the form status will be updated to Approved and moved to the Approved tab of the submissions table

Note: If one of the approvers rejects the submission, the form status will be updated to Pending and it requires all approvers to review and approve the form again.