Insert a record during an approval process

Insert a record during an approval process


Insert a record into a form when an approval is approved or rejected.

Use Case  

A charity uses an application to approve the students who need their services. Any student can apply for their program, but the charity reserves their rights for approval or rejection. A student applies using a basic Registration form, which is forwarded to the manager, who approves or rejects the student. The student record should then be inserted into the Approved pile or the Rejected pile accordingly.

Steps to follow  

1. Create the forms with the following details:
Form Link Name
Field Type
Field Name
Field Link Name
Drop Down
Drop Down
Lookup (Registration)
Lookup (Registration)
2. Create a new approval process based on the Registration form.
3. Add a new approver who analyzes the students to determine the eligible ones.

Next, let's configure the actions to be performed as a part of the approval process. After adding an approver, we should notify them whenever a student submits the application. So, we shall configure a sendmail task whenever records are added to the Registration form.

4. Click Add New Action under the Actions to execute on start option and click Notification > Send email. Let's configure the email to be sent to the Approvers, informing a student has registered.
5. We shall add the approved student to the Approved form. Click Add New Action under Approve.

Click Data Access > Add Record. 
6. Select the current record to insert into the Approved form and click Save.
7. Similarly, we shall insert a record into the Rejected form when an approval is rejected.
This will now insert the approved and rejected students in appropriate forms that will help in categorising.

See how it works    


Points to Note  

  • This can be also done with a Radio field inside the Registration form with the following choices: Approved, Rejected, and In Approval Progress. This Radio field should be marked disabled during the form loadIn Approval Progress can be marked as a default value. When a record is approved, the Radio field can be marked as Approved and the field can be marked as Rejected. The All Registrations report can then be grouped based on this Radio field. 

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