Configuring and Using Approvals via Email

Applicable Roles

• Administrator
• Human Resources Administrators
• Human Resources Team
• Business Office

*Please Note: Roles that are designated above can set up approvals; ALL roles can approve by email if designated in approval tab of form. 

In order for emails to indicate approvals, the following must occur. For detailed information on these individual steps please see the corresponding links in "Pre-Requisites":

• The Notification Marker must be on the Notification Template
• The Notification must be associated to the Process Form being sent for approval
• Each Form Approver on the form must be set to "Approve via Email"

Pre-Requisites

Notifications Overview, Notification - Templates, Notification - Categories, Using the Template/Notification Builder: Forms & Notifications, Form Management: Process Form Set-up & Creation, Process Forms: Approvers, Using Process Forms - Human Resources Employee

Contents

Create a Notification with an Email Approval

Form Approval Management

Executing Approvals through Email

Create a Notification with an Email Approval Link

1. In the left navigation menu, select Notifications/Template 
2. Click on "New Notification Template"

3. In the Details section of the new template, select "Human Resources Employee Process Forms" as the Notification Category, and name the form "Process Form Approve by Email" or something similar

   Note: You can have a general "Approve by Email" notification, or you can make copies and customize the notification content based off the form to which it is aligned

4. Continue to fill out the fields and click "Insert":

5. Once the template is inserted, select the "Notification Builder" link to continue: 

6. Enter wording for the email
7. Add the notification marker " Process Form Approve Email"
8. When completed - click "Save": 

Form Approval Management

The Process Form must have the box "Allow Approval via Email" checked under the Approvers tab in Process Forms / Form Management for that form, and it must have a set number of days for the email approval link to expire, as shown below:

This must be set for every level that you would like to give the ability to approve by email

The Approval by Email Notification that was created must then be tied to the Form by going to the Email Rules tab in Process Forms / Forms Management for that particular Form. 

*At each approval level for which Allow Approval via Email was selected under the Approvers tab, the notification must be added. 

1. Click the Email Rules tab

2. Scroll down to the Eligible Levels listings and click the Pencil icon for the 1st approval level that was given Approval via Email 

   

3. Check the box for the "Email on Approval" for the previous approval level 
4. From the Notification Template drop-down menu, select the new email approval notification
5. This will ensure that the approver receives a pending approval email when the approver before them approves the form, and that the email will have the link in it that will allow them to approve via email rather than logging into the system to approve the form

*When the Notification is emailed to the approver, the link will appear within the email: 

Executing Approvals through Email

1. Approvers will click on the "Form Review" link within the notification before the expiration date in the parentheses:

2. Then click "Continue" when prompted to review the form:

   

   Additional instructions for approving via email can be viewed on this screen above the Continue button by adding them to the Email Approval Introduction Paragraph on the Details tab of the form under Process Form / Form Management.  

   1. Click the Edit button in the Detail tab of the form
   2. Scroll down to the Email Approval Introduction Paragraph section & type the instructions for form completion & submission
   3. Scroll to the bottom and click Save
   4. A statement can be added for the form completer to see when they have successfully completed and submitted the form as well by adding this to the Email Approval Completion Paragraph in the same manner 

3. The form will display as if the approver was logged into SchoolFront (without having to login). Review the form on the left side and make any necessary edits or additions (if applicable) on the right side under "Form Fields":

   

4. When the form is ready to approve, scroll to the bottom, click "Approve":

   

5. Sign in the red box
6. Click "Save"

The form will then travel through its normal approval routing.