Insert a record during an approval process
Requirement
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
|
Form
|
Form Link Name
|
Field Type
|
Field Name
|
Field Link Name
|
|
Registration
|
Registration
|
Name
|
Name
|
Name
|
|
Phone
|
Phone
|
Phone_Number
|
||
|
Drop Down
|
Salary
|
Salary
|
||
|
Drop Down
|
Qualification
|
Qualification
|
||
|
Approved
|
Approved
|
Lookup (Registration)
|
Registration
|
Registration
|
|
Rejected
|
Rejected
|
Lookup (Registration)
|
Registration
|
Registration
|
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 load. In 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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