To be able to modify/update certain column setting using Approval Workflow

In the Approval Request workflow, we need to be able to modify some of the columns in the approval path instead of adding another action to follow.

As our approver "approves" in the Approval workflow, our approver needs to add additional information in the column. If we use update request, this creates 2nd emails/Notifications and we need to reduce volume of emails/notifications for this to work effectively.

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Workflows in Smartsheet

Comments

Ryan blake

For the approval automations/workflows that send out emails to specific personel with the option to approve or decline a request, it would be super helpful if SS would allow users to provide a dropdown list of standard rejection reasons.

I work on a team that when a new request comes to Finance we have a list of 5 reasons why something may be rejected each time. If a user could select one or more of those reasons as to why they're rejecting a request that would be amazing. Right now SS only allows for a comment field for a user to add comments. That isn't helpful for repetitive answers, because now users have to take time to add the rejection reason into the comment field and it's hard to get that informatoin back to the end user who submittted the request because they're submitting via a form and do not have access to the back-end Smartsheet. With a significant amount of users who could be submitting a request via a form it's not feasible to do this any other way.

Please work on getting this feature added. And get back to me with any short term solutions I could use in the meantime.

Debra L

The forms approval template should allow approvers to easily capture a reason for declining or approving a request, as the current 'workarounds' are not refined enough to support a fairly normal task. I have tried to append the workflow to include data from the 'a comment' field, but the automated responses are 'messy' and unrefined. This feature exists in other platforms (ex: MS Forms/Power Automate).

isabonita

Agree 100%... having to create logic around a separate column when this should just be an automated item (like the Approval drop-down is automagically created) seems like a no-brainer to me!

Paul Newcome

You can use an Update Request instead of an Approval.

Debra L

@Paul Newcome - thanks, I tried that...can you add the approve/decline buttons if the update request approach is used?

Paul Newcome

You can't add the exact buttons, but I include a dropdown for that instead.

Debra L

I repurposed my drop-down list with the approval request, but I prefer the buttons and still think that Smartsheet should enhance the original approval template or provide the ability to add buttons (I asked for that a long time ago).

Paul Newcome

I agree. It would be great to have the buttons but also the free text field, but at least we can use this in the meantime.

Ken Pavell

We have a need to allow managers who are approving requests through approval automation to be able to edit fields that are a part of the notification. Currently only the Comment field is editable. For example, we have a request proccess to approve schematics. In this process there are multiple fields including who the task is assigned. Currently if the manager wants to change the assigned person they have to deny the request. We would like to be able to make that edit in the process and not create another step.

Purnima Gore_PGPS

Totally love this idea. I really need it. If a purchase order is rejected, I now have to add an update request straight after to ask why something was rejected and who an approver might be.

The way it is now isn't helpful as you said @Ryan blake because I have two additional automations and I think less is more :-).

Thanks

emmaw

I would love to be able to edit rows as an approver. Currently can only approve or deny but can't amend in the approval.

Paula Katzenberg

I concur! An automation for approval AND opportunity to edit or add to addition fields would seem like a no brainer. I see the above comments are from 2023. I don't see anything now/new that would accomplish what most would need when management both approves, assigns and provides additional columned information on the sheet.

TheCupGuy

I have an existing workflow that notifies a supervisor that a part request has been entered. The supervisor needs to approve the request. If approved, I'd like the supervisor to answer two additional questions (without) having to go into Smartsheet. Ideally they would be able to:

Approved: Yes/No

Is this related to a CAPEX?: Yes/No

(if Yes): Enter CAPEX Number

All of this information should be captured on the sheet as part of the approval process. Can it work? Is there already a way?

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