Manager assigns other users to approve

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1

My workflow is like this:

  1. User submits form
  2. Entry sent to manager
  3. Manager rejects or approves.
  4. If approves, manager selects users from WP.
  5. Selected users assigned to confirm the task and revert back email to the initial submitter.

How do I allow managers to select from a dropdown list of users when the form submitted? Thank you very much

2

You can set this up very easily with Gravity Flow!

  1. On the form, add either an Assignee or User field with it’s visibility set to administrative (so it doesn’t show up on the initial form submission view).
  2. For the managers’ decision you would use an approval step step where the next step if rejected setting would be Workflow complete. The rejection notification section within the step settings would let you notify the entry submitter as to why it was rejected.
  3. For the manager assigning user for future steps, you would be creating a user input step and select the assignee/user field as the step assignee.
  4. After the assigned user completes their step, you could either have additional notification steps if “revert back email” is just about letting the entry creator know. Or if you want the entry creator to action additional tasks, as long as your form has an email field for submitter to populate you can assign additional steps to an email field.

Through the combination of conditional logic and workflow branches, you can create very bespoke workflows to match almost any use case.

Cheers,
Jamie

3

Hi Thank you for your help.

This is what I’ve been thinking. But I’m stuck at step 3.

When the manager approved the approve step, the User input (with Users as assignee selected) automatically complete the task with a message “User input: No assignee”.

Do you have any idea why? Thank you very much

4

Hello,

Only thing I can think as a bit of a double check of entry/settings based on your description is that the user/assignee field which is added to the form (and the user input step is associated to as assignee) has not actually had a user/assignee chosen by the managers’ user input step preceding it. If the field has no selections, any subsequent step settings with it will bypass by default.

See example #4 on gravityflow_step_assignees if you would like to ensure a default assignee is added where settings/field values lead to no assignees for a specific entry. Note that this could artificially be creating a process bottleneck which is why the default behaviour is no assignees = continue workflow.

If that’s not it, please get in touch via our support team we can provide more direct help incl. sharing an export of the form perhaps?

Cheers,
Jamie

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5

Thank you very much. I double checked what you said. It works.

The only thing I’m missing now is that after the manager selects from Assignee and submit, I don’t know how to send email to the assigned users to notify, and link the information of the assigned users to the email notification to the original form submitter.

We appreciate your help

6

In the approval step settings you define the notification to send to the assignees of the step. There you can also specify what messages should be sent out when the step is rejected/approved (or revert if you want to route the entry to a specific user input step, such as for the entry creator to update things in order for it to be approved later).

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If I understand this ask correctly, you would put an email notification step in between the approval-by-manager and the step(s) that are assigned to the user field.

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1 Like
7

Sorry I’ve confused you.

Following your instruction:

  1. On the form, add either an Assignee or User field with it’s visibility set to administrative (so it doesn’t show up on the initial form submission view).

Done

  1. For the managers’ decision you would use an approval step step where the next step if rejected setting would be Workflow complete. The rejection notification section within the step settings would let you notify the entry submitter as to why it was rejected.

Done

  1. For the manager assigning user for future steps, you would be creating a user input step and select the assignee/user field as the step assignee.

Done

But at this stage, the Send email to Assignee will be sent to the manager (as manager is the one performing User input), not the assigned user.

4. The missing step:
I need the assigned user when the manager select to be able to press approve or complete. I don’t know how to link step 3 with the assigned user from step 3.

I tried creating Approve step > at Assign to: Assignee list. This doesn’t seem to work.

It would be great if you can help me with step 4. Thank you so so much for your dedicated support.

8

If the manager has populated the assignee field during their user input step (#3), then in the step settings for a subsequent approval step (#4) you would select that field as the only assignee for it.

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If you are encountering issues with that - please get in touch with our support team via your account and we will be able to assist further.

Cheers,
Jamie

1 Like
9

Thank you. I’ve just submitted a support ticket

1 Like
10

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