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Approval Task

Approval Task allows you to perform an approval action. While you build a process flow that requires an approval action to be performed, the approval task helps you perform that action. For example, let us consider an employee leave request. An employee has submitted a leave request. The system fetches the employee’s reporting Manager’s information and assigns the leave request task. Here, the Manager must approve or reject the leave request. To perform this approval action, you need an approval task to be configured in the process flow. This approval task helps you to configure task results like Approve, Reject, and custom results. Based on the conditions set in the corresponding Split stencil, the Manager can approve or reject the request. 

Configure Approval Task

To configure an Approval Task in the process flow, follow the below steps:

  1. On the left pane, you can find the Tasks section. Drag and drop the Approval Task stencil from this section to the builder.
  2. Click the Approval Task stencil to open the Approval Task window.
  3. On the Approval Task window, enter the following details:
    1. Name – Enter a name for the approval task.
    2. Task Results – You can find Approve and Reject options. Choose to approve or reject the task. You can also rename these options or click Add an Outcome to add more options like On-Hold.
  4. Click the Notifications tab to configure the notification settings.
  5. Select a Delivery Mode from the drop-down list: Bot or API or Email. These are the channels to notify users of important updates, delivering alerts, or sending data to users.
  6. Under the Response section, select an option to send the Manager’s response:
    1. Get Response through a Form – If selected, the Form URL will be inserted into the message composed in the Compose Message section.
      1. Select a form from the drop-down list.
      2. Click Add Access Control to set permissions. It lands you on the Forms page and you can add a component in the master form. You can only update Read-only, Is-Visible, and Visibility settings through access control.
    2. Get Response through Email – If selected, a form will be dynamically created with task actions as buttons and inserted into the message you compose.
  7. Under the Compose Message section, enter the following details:
    1. Subject – Enter the subject for the response mail.
    2. Compose Message – Enter the details of the response message.
    3. Click {..} to add variables to the message.
  8. Click the Assignment tab to configure the recipient settings. You can select any of the below options:
    1. Single Recipient – If selected, you can send the response to the recipient configured in this section.
      1. Enter the recipient email address in the Recipient ID field.
    2. Multiple Recipients – If selected, you can send the response to multiple recipients configured in this section.
      1. Enter recipient email addresses separated by a comma in the Recipient ID field.
      2. Under the Assignment Logic section, select an option:
        1. Assign to All – If selected, the system assigns the task to all recipients.
        2. Least Occupied – If selected, the system assigns the task to the recipient with the least number of open tasks.
    3. Group – If selected, you can send the response to a group. Only one of the recipients from the group can complete the task 
      1. Enter the group email addresses separated by a comma in the Group ID field.
  9. Click the Timer tab to set the deadline to complete the task.
    1. By default, the deadline option is disabled. Turn on the toggle to enable it.
    2. After you enable it, enter a proper date and time in the Resolve Within field.
    3. Under the Reminders and Escalations section, you can perform the following:
      1. Set Reminders – Select the checkbox to enable it and enter a proper date and time in the Remind field. 
      2. Escalations – Select the checkbox to enable it. In the Escalate field, enter the date and time to trigger the escalation. In the Escalate to field, enter the email address of a Manager/Admin to send the escalation notification.
  10. Close the Approval Task window