Start Approval

With this node you can start an approval cycle.

It has the following configuration options:

  • File to approve: here you can define the file to add as reference to the approval records. You can leave this parameter empty if the approval is not related to a file. Select the pencil to open Expression Builder.
  • Combined: if you select this checkbox, a combined approval is started. If you leave this checkbox unselected, a regular approval is started.

  • Update Job: you only need to select this checkbox in case the approval is for a file in a Job. If you select this checkbox, the approval state of the file in the Job is updated by this approval.
    Note: You need to have a selected job when you select this checkbox.

  • Enable Comment: if you select this checkbox, the participants are allowed to enter a comment to explain their assessment.
  • Allow Conditional Accept: if you select this checkbox, (each) participant is allowed to conditionally accept. This means that the participant accepts the file, but only if the info in the comment is honored (for example if the participant specifies that only a word needs to be changed).
  • Allow Delegating: if you select this checkbox, participants are allowed to delegate their assessment to other persons.
  • On Restart: hold until file is updated: if you select this checkbox, the restart of an approval is held until a file has been updated.

    Example

    Suppose you want to restart an approval after a certain file was rejected, but you want to wait until the file is overwritten by the corrected file. In that case you can connect the output of the Rejected output of Route After Approval to the Restart input of this node and select this checkbox. The restart will only be triggered when the file has been overwritten. When you leave this checkbox unselected, the approval is restarted as soon as the workable arrives in this node.

  • Variable name: here you can specify the name of the variable to store the Approval ID and Workable IDs in. If you want to set it to an empty string, this information is not needed.

Participants

  • User Names: here you can specify the user names of the users that need to participate in this approval cycle. See Regular approvals and Combined approvals for more information.
  • E-mails: here you can specify the e-mail addresses of the users that need to participate in this approval cycle. See Regular approvals and Combined approvals for more information.
  • Attributes: here you can specify the attributes of the users that need to participate in this approval cycle. See Regular approvals and Combined approvals for more information.

Informative Participants

  • User Names: here you can specify the user names of the users that can participate in this approval cycle, but only on an informative level. They can add notes and accept/reject a file, but their assessment does not change the final assessment of the approval. See Regular approvals and Combined approvals for more information.
  • E-mails: here you can specify the e-mail addresses of the users that can participate in this approval cycle, but only on an informative level. They can add notes and accept/reject a file, but their assessment does not change the final assessment of the approval. See Regular approvals and Combined approvals for more information.
  • Attributes: here you can specify the attributes of the users that can participate in this approval cycle, but only on an informative level. They can add notes and accept/reject a file, but their assessment does not change the final assessment of the approval. See Regular approvals and Combined approvals for more information.

Team Leaders

If you add one or more team leaders to an approval, these team leaders can manage their approvals (for example, add or remove participants, force approvals...).
  • User Names: here you can specify the user names of the users that can administer this approval cycle. A team leader does not need to participate in the approval itself. See Regular approvals and Combined approvals for more information.
  • E-mails: here you can specify the e-mail addresses of the users that can administer this approval cycle. A team leader does not need to participate in the approval itself. See Regular approvals and Combined approvals for more information.
  • Attributes: here you can specify the attributes of the users that can administer this approval cycle. A team leader does not need to participate in the approval itself. See Regular approvals and Combined approvals for more information.

Observers

If you add one or more observers to an approval, these observers are allowed to see the approval results, but cannot participate in the approval itself. They will also get the approval status from PROOFSCOPE.
  • User Names: here you can specify the user names of the users that can follow this approval cycle. An observer does not need to participate in the approval itself. See Regular approvals and Combined approvals for more information.
  • E-mails: here you can specify the user e-mail addresses of the users that can follow this approval cycle. An observer does not need to participate in the approval itself. See Regular approvals and Combined approvals for more information.
  • Attributes: here you can specify the attributes of the users that can follow this approval cycle. An observer does not need to participate in the approval itself. See Regular approvals and Combined approvals for more information.

  • Display Form: if you select this checkbox, the Approval Form will be displayed in the Sidebar in PROOFSCOPE when approving the file.
  • Approval Form: here you can configure the parameters for the custom form that is displayed in PROOFSCOPE. This form fields needs to be filled in by the user in PROOFSCOPE. Select the pencil to open Expression Builder.

    See Form Builder for more information.

  • Initial Form Data: here you can define the variable that contains the initial form data. You can define the content of the variable by a script in the Script node.

    Example

    You have an approval form that contains two fields:
    • A text field with Label Customer and an id cusid.
    • A text field with Label Job and an id jobid.
    You have the following script in the Script node:
    var values = {
    job: 'Job123',
    cusid: 'CustomerA'
};

setResultVariables({
    InitialValues: values
});
    This means that the variable in the field Initial Form Data needs to be InitialValues. Consequently, the initial values of the form fields in PROOFSCOPE will be as follows:
    • Customer CustomerA.
    • Job CustomerA.

  • Approval Timeout: here you can specify how long a user has to review the file. The approval state will be set to the Time Out Assessment if the user did not review the file within the specified period.
  • Approval Timeout Assessment: here you can specify the value that will be assigned when the user did not review within the specified period.

  • Approval Reminder Interval: here you can specify the time in minutes between two approval reminders. Use 0 when you do not want to send any reminders.

  • Use Asset Notes: if you select this checkbox, the standard asset notes are used for this approval.
  • Notes ID: here you can assign a notes ID. This parameter is only displayed if you leave the checkbox Use Asset Notes unselected. This ID will be used to create and/or to look up a specific notes record. Select the pencil to open Expression Builder.