Reports | Record Approvals - Zoho Forms

Record Approvals

Upon receiving form entries from your respondents, you can create reports to sort and consolidate the entries that need to be approved by applying filters. You can set approvers to review the records and approve or deny them. This will streamline the approval process by allowing multiple records to be reviewed at one place rather than on each form entry.

Adding Approvers     

Approvers can review the entries in a report, and approve or deny them. They can engage in discussions over each entry and include their reason for approval/denial.

To add an approver for a report,
  1. Go to the report that you want to set approvers for.
  2. Navigate to  Approvals tab > Approvers and enable approvals.
  3. In Add Approvers, enter the email addresses of the users within your organization to add them as approvers for the report.
  4. To trigger an email to the added users notifying that they have been set as approvers for a report, select Notify approvers. You can change the default message of the email and click Add & Notify.
To view all the approvers added for a report, click Approvers under Add approvers.



Once you have added approvers for a report, you can configure the Approval Settings and Denial Settings.

Approval Settings   

Under Approval Settings, you can change the default label for the Approve option that appears to the approvers and choose to notify users via an email on record approval.

 

To do this,

  1. Under the Approvals tab, click Approval Settings and change the default label (Approve) as required.
  2. To trigger an email to the users within your organization and the respondents when a record is approved, select Enable email notification on approval.
  3. The From address will be the form owner's email address by default. You can change it to notifications@zohoforms.comadd a secondary email address , or use the email address of your colleagues' (Sender Email Address) if they are a part of your Zoho Forms organization or any Zoho group that you are admin/moderator of as the sender address.

     If you are planning on changing the default From Address, keep note of the following:

    1. Use a valid email address that exists. Using an email address that does not exist may result in using the form owner's email id as the default From Address.

    1. It is advisable that you do not use free email service providers as your From Email. Some email servers may categorize emails from these providers as spam.

  4. Enter the email addresses of the users you wish to notify in the To section. You can change the default Subject and Message of the email and personalize them by including values from form responses using the merge icon.
  5. Click Save.

    Approval notification

Denial Settings   

Under Denial Settings, you can change the default label for the Deny option and choose to notify users via an email on the denial of a record.

To do this,
  1. Under the Approvals tab, click Denial Settings  and change the default label (Deny) as required.
  2. To trigger an email to the users within your organization and the respondents when a record is denied, select email notification on denial.
  3. The From address will be the form owner's email address by default. You can change it to notifications@zohoforms.comadd a secondary email address or use the email address of your colleagues' (Sender Email Address) if they are a part of your Zoho Forms organization  or any Zoho group that you are admin/moderator of as the sender address.

    If you are planning on changing the default From Address, keep note of the following:

    1. Use a valid email address that exists. Using an email address that does not exist may result in using the form owner's email id as the default From Address.

    1. It is advisable that you do not use free email service providers as your From Email. Some email servers may categorize emails from these providers as spam.

  4. Enter the email addresses of the users you wish to notify. You can change the default Subject and Message of the email and personalize them by including values from form responses using the merge tag.
  5. Click Save.

    Denial Notification

How can an approver approve/deny records?

To approve/deny the entries of a report,

  1. Navigate to the Entries tab of the report.
  2. Hover over an entry and click the ellipsis icon as shown.

    Review entries

  3. Click Review. A summary of the entry with the options to Approve or Deny will be displayed.
  4. Approvers can additionally:
  1. Leave comments for each entry in the Comments section and engage in discussions with the other approvers.
  1. Include a reason to specify why a report has been approved/denied in the Include reason section.
Review a record


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