Form Auto-Approval

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Auto-Approval Setup Guide

Purpose

This guide provides step-by-step instructions on how to set up the infoodle Forms auto-approval feature.

Prerequisites

  • You have access to the form builder
  • Understanding of the auto-approval workflow and criteria

If you don't have access to both of these infoodle features, please contact your system administrator.

Steps

  1. Access Forms - log in to your infoodle account and navigate to Forms

  2. Select a Form - choose the form you want to configure for auto-approval.

  3. Go to the Approval Tab - click on the "Approval" tab within the form builder.

  4. Enable Auto-Approval - set the "Auto approve form entries where possible" option to "Yes."

  5. Define Matching Criteria

    • Email Address: If you want to use the email address for matching, ensure the "Email" field is included in your form and is configured correctly.
    • Unique ID: If you have a unique ID field, specify it in the auto-approval settings.
    • Person Safe ID: If you use a person safe ID field, configure it accordingly.

  6. Set Approval Actions

    • No Match: Determine what should happen when no matching contact is found (e.g., create a new contact, run a workflow).
    • Exact Match: Specify actions for when an exact match is found (e.g., update contact information, run a workflow).
    • Multiple Matches: Decide how to handle cases where multiple matches are found (e.g., require manual approval).

  7. Configure Workflows
    * Choose Workflows - select the workflows you want to run after a form is automatically approved.
    * Set Workflow Order - determine the order in which the workflows should be executed.

It is essential that your workflow uses the Manually, from the person or form approval screen trigger for your workflow. This will ensure that this workflow is used exclusively with this form (unless manually triggered on the Person screen).

Using other triggers could lead to the the workflow being triggered unnecessarily.

For information on workflow triggers, see: Workflow Triggers

  1. Save Changes - click the Save button to apply your auto-approval settings.

Additional Tips

  • Test Thoroughly - test your auto-approval configuration with different scenarios to ensure it works as expected.
  • Review and Update - regularly review your auto-approval settings to make sure they align with your current processes.
  • Consider Workflow Automation - explore the possibilities of automating tasks through workflows to further streamline your processes.

Troubleshooting:

If your auto-approval is not working as expected:

  • Double-check your matching criteria and approval actions.
  • Verify that the required fields are included in your form and configured correctly.
  • Ensure that your workflows are set up properly.

Contact infoodle support for assistance if needed- either through the infoodle Help on the lower righthand side of the infoodle screen, or by sending an email through to: support@infoodle.com.

By following these steps and considering the additional tips, you can effectively set up the auto-approval feature for your forms and improve your workflow efficiency.

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