How to setup Approvals within Quick Base

Question

What is the best way to capture approvals in Quick Base?------------------------------CINDY KRAUSCH------------------------------

chayceduncan · Answer

Depends on the complexity of your approval flow. If it's fairly simple you can do it with form rules primarily - where you have your 'approval' fields on whatever form you're working with and only certain assigned users can access it or sign off and then you log the person that did it and the timestamp it occurred.&nbsp;

If you have a more complex workflow I prefer to do it more like a template based approach where each approval is it's own record in an 'Approvals' table. This could be based on a master table of approvals that you reference when someone submits, or you can just blanket create the same approvers each time. In either case - each record is it's own approval assigned to someone.&nbsp;

I typically prefer the latter route - it gives you a lot more flexibility downstream when/if the process gets more complicated, but if you just need a simple solution and the people aren't dynamic or overly complex then the simple/field based approvals will work.&nbsp;------------------------------Chayce Duncan------------------------------

cindykrausch · Answer

I need help setting up it's own approval via email if possible.

Best Regards!

Cindy Krausch

Workforce Operations & Automation - Access, Roles and Config (ARC)

ARC QuickBase Administrator and Data Analytics Developer

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chayceduncan · Answer

Can you elaborate a little more? Are you trying to have someone 'respond' to an email and have that serve as their Approval? Or do you intend to send out an email with verbiage like 'Click Here to Approve' and it takes them to a record in Quickbase to view and sign off on the information?

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Chayce Duncan
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markshnier__you · Answer

adding to Chayce's suggestions and knowing that we don't yet understand the sort of workflow you are looking for for these approvals, and its simplest form you can just have a multiple choice field for the approval and you can set it to&nbsp;

"Log the edits to this field, and show them on forms"
That will record who approved it and the date.&nbsp; That field we are looking a little messy if displayed on the form in view mode so these formulas can parse out the various aspects of the approval.

Most recent value (formula text field type)
Trim(Right([my update field],"]"))
Date of most recent update (this needs to be a formula date field)
ToDate(Left(Right([my update field],"["),9))
Who did the most recent update (formula text field type)
Trim(NotLeft(Left(Right([my update field],"["),"]"),9))

There is also a fairly straightforward code to make a button for example to approve a request without having to edit the record. The user would just click the button.

------------------------------Mark Shnier (Your Quickbase Coach)mark.shnier@gmail.com------------------------------

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How to setup Approvals within Quick Base