Forum Discussion

brian_s's avatar
brian_s
Qrew Trainee
19 days ago

Notification based on dynamic approvers

I have what started as being a very simple form to get approvals on procedures.

There are 2 static approvers (radio buttons - Approved/Rejected/Not Applicable). Then I have a multi-select box with 4 names in it for regional managers. You can select 1-4 names, and those names and radio buttons will become visible so they can approve or reject the new procedure.

If I set the status to "Pending Approval" and submit, then an email goes to each of the 2-6 approvers. The email is a standard notification and provides the link for them to go in and approve or reject the procedure. This part is working.

This is my challenge - What I want next is once all the selected/visible approvers select "Approved", another notification is sent to say the ticket is approved so the 2 static users who are responsible for the procedure know they can go into the ticket to review. 

Outside of setting up a notification for every combination of the 4 approvers, is there an easier way to say when "selected/visible approvers" all chose APPROVED, send a notification?

Or would there be a better way to set this up in general to accomplish this?

Forms
  • DonLarson's avatar
    DonLarson
    Qrew Elite
    19 days ago

    I would build it a bit differently.

    With a table called Dynamic Approvals you can assign an unlimited number of Approvers to the Project.

    Two summary fields between the Projects table and the Dynamic Approvals table will tell you how many Approvers there are for the Project and how many are Approved.

    You then make both of those Look Up fields in the Dynamic Approvals table.

    When your final Approver sets the status in their record to Approved

    # of Approvals = # of Approved

    I would then fire a Pipeline to go to the Static Approvals table and change the status of each to Pending Approval  which then sends those Users a Notification to do their review.

    It is a bit more complicated table structure but you get more flexibility.  What if you need One Static and Five Dynamic?   It will just work for you every time because the architecture makes it happen instead of a certain amount of hard coded fields.