Manager Approvals

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Online Forms

This page explains how to set up Intranet DASHBOARD so that only a user's recorded manager can approve a particular form. Each manager in turn may only view the forms of their own staff.

Topics: Manager form approvals

1. Set-up the Workflow

2. Set-up the Online form

3. Set-up the My iD Master Profile

4. Populate the Profiles

5. Release the form

6. Related Links

Manager Approvals

Typically your intranet may have an online form that is submitted by multiple users. But each submission should only be viewed and processed by the manager of the staff member submitting.

Follow the steps below to set up this functionality.

Manager Approval of Online Forms

The following steps do require particular levels of access, to the Admin and the Front End. The access level required at each step is stated below.

1. Workflow set-up

In the first step, an Admin Superuser must turn on the Manager function at the Workflow.

1a. Login to the Admin as a Superuser

1b. Go to Administration > Administration > Utilities > Workflow > Edit Workflow

Note: You must know in advance which workflow is being used for the form in question, else, you can perform this step for every workflow if it should apply for all. In this example we are using the 1 Step Approval (revisions allowed). If you need to brush up on the interaction behind Workflow and Online Forms, click here.

1c. The Workflow selected will be presented in a pop up. Go to the step where the manager intends to approve the form, e.g. Requires Approval. Select the step, it will highlight in navy blue, as shown.

1d. Go to Step Properties > Editing Rights. Select Managers. (Approvers is selected by default, see explanation below.)

This action now permits people creating online forms to set Manager approvals on forms. If a Superuser does not select the Manager check box here, then Administrators cannot perform this action on the form. If a Superuser does select the Manager check box, then Administrators can choose to perform this action on the form.

Note: 'Approvers' is any person with Editor or Full Control security on a form. This can be set or reviewed at the Security step of any form or folder. You may require the Manager to process the form, but need a selection of other people to access/approve the form at this step in the workflow.

1e. If there are any further workflow steps where the Manager must be able to edit the form, perform step 1d. again.

1f. Select Save, then Exit.

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2. Online Form set-up

In the 2nd step, the online form administrator must set up the manager options.

2a. Login to the Administration

2b. Go to Applications > Your subsite > Online Forms > Manage Forms

Here, Edit the form or create a new form. (Instructions for creating a new form here)

2c. Either on your edited form or new form, at the step Workflow, select Customize.

2d. The Edit Workflow pop up will appear.

Note: You are not editing the workflow itself, but the emails that get sent as part of the form's processing.

2e. Select the step where Manager should be able to approve and receive emails, e.g Requires Approval

2f. Select Edit at the location where the email to the manager is to issue. The customize email pop up will open.

2g. In the To: field start typing the word 'manager'. Then select {ManagerEmailAddress} from the drop down menu.

2h. Make any further custom changes to the email/s. For more information on creating custom emails, click here.

2i. Press OK

2j. If you are editing a form, now press OK. If you are creating a new form, complete the wizard (to see all wizard steps, click here).

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3. My iD: Master Profile set up

The 3rd step must be completed by a user with Full Control security to the My iD application. Click here for more information on setting My iD security.

The 3rd step is to ensure the Profile for a user contains the Manager look up field. This is actioned on the Master Profile - the profile governing how all profiles look. By default (out of the box), Intranet DASHBOARD comes fitted with 3 x Master Profiles for you to choose from. Each Master Profile already has the Manager field added.

3a. Access the Front End of your site, got to Manage Master Profiles

3b. Choose the Master Profile to edit. Typically, this will be the currently applied item. The applied item is indicated by the green tick icon.

If you intend to use an alternative Master Profile, select it, then set to Make Applied, as shown.

After choosing the correct master profile, select it.

3c. After selecting, you will now be taken to the Master Profile, previewing with your details. Review the current form to confirm if the Manager look up field already exists. It is shown below.

If the field already exists on the applied Master Profile, do nothing. If it does not, the steps to add it are outlined below.

How to identify the Manager look up field on a Profile:

Example with the field both populated and not populated

If the Master Profile shows one of the two examples above, no further action is required on this step. Go to step 4.

If the Master Profile does not have either of the above examples, continue to 3d. below.

Adding the Manager field to your Master Profile

3d. Edit this Master Profile to Live

2e. The Master Profile is now an editable canvas. From the Editing Toolbar select Components > My iD > Profile Fields. Drag Profile Fields onto the Master Profile in the desired location.

Select Add Field. The Add Field window will pop-up.

3f. All available Metadata items will be displayed. Select Manager, then Add Field.

3g. The pop-up will close, Manager (User Selector) will be shown. Select OK.

3h. Now you can see how this field looks on the Master Profile:

3i. Save the Master Profile > Publish to Live & Exit

3j. Enter a description of the action for the version history

3j. The field is now added to the Master Profile. All Profiles will simultaneously feature this field.

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4. Populating the Manager Field: Active Directory or User input

In this step, you must ensure each user's profile contains a completed response in the Manager field.

Note: If this step is not completed, when a form is submitted it will not be received by the manager.

If you are using Active Directory, this field will already be populated. Login as another user to confirm.

If you are using web-based login, each user must complete and save her/his profile. Instructions available here.

5. Release form and notify users

Once all steps have been completed, your form is now ready for use.

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