I’m tasked to create a database that is going to have a couple of forms that will need to go through many approvals. For example, the user fills up the form and submits for approval to the HOD. The HOD is gonna receive an email about the application and opens the same form with the link. Maybe the HOD is gonna click on another button to approve which will then submit the same form to another person for approval and etc… All this approvals are to be recorded in the database…
So is it possible to do it? using response and response to response documents?? any ideas on hw best to do it?
Subject: How is it possible to create this kind of database?
You definitely don’t want to use response documents. All this can be done on the same form. You’ll have to create buttons and use hide/when formulas on them. Make sure you have a Status field on the form to keep track of who the next approver is. The formula in the button would change the status, add a comment to an approver field (of different fields for each approver if you want to do it that way) and send the email to the next approver with a doc link back to the document.
This is exactly what Notes does very well and easily. Read in the Designer Help about @MailSend and @SetField to add comments. Everything you’ve described can be done in formula language. Look in the Sandbox (to the right in this forum) to find examples. There is probably something there that you can study to figure out how to do this.
Subject: RE: How is it possible to create this kind of database?
yup i kind of managed to did that already. but i don’t know it seems messy. what i’m thinking now is what if the approvers are gonna change in the future, and how am i going to let them change it easily?
Subject: RE: How is it possible to create this kind of database?
Use Configuration documents you lookup for each state of the workflow that contain the proper approvers, title of state, and where the workflow goes if something is denied.
Subject: How is it possible to create this kind of database?
You can use a single document that has a status field to control the work flow actions and another to record what each user did to the document.
Subject: How is it possible to create this kind of database?
Firstly I am an Administrator so please forgive the non dev response.
Answer:
This is called Linear approval cycle… The basic template “StdR6DocLibMS” Office Documents can do this.
You may wish to have a look at how this is doing it and make the small changes that you require or copy the idea and create the DB from scratch.
Good luck.