Looking for a formula to show the current status

Joseph Aloysias - vSaaS Global

I have created multiple approval workflows and wanted to update the current status in the Status column using a formula,

Nick Korna

Hi @Joseph Aloysias,

You can do this with a nested IF statement in the Status column:

=IF([PRE-RBM/BM Approval]@row = "Submitted", "Waiting for RBM/BM Approval", IF([PRE-Sales Head Approval]@row = "Submitted", "Waiting for Sales Head Approval", IF([Pre-Marketing Head Approval]@row = "Submitted", "Waiting for Marketing Head Approval", IF([Pre-Finance Accounts Approval]@row = "Submitted", "Waiting for Finance Accounts Approval", "All Approved"))))

Which would give results like this:

I have assumed that this is a sequential approval system or you only want to know what the "earliest" (going left to right) waiting for approval being submitted is.

If I've misunderstood something or you've any problems/questions, then just post! 🙂

Joseph Aloysias - vSaaS Global

Thank you for your support @Nick Korna. Yes its a sequential approval system where I want to track the Submitted, Approved, Rejected all these statuses based on the approver.

Nick Korna

For the rejected, is it just a case of adding in a "Rejected by (relevant department here)" message?

Joseph Aloysias - vSaaS Global

Yes, "Rejected by (relevant department here)" message.

Joseph Aloysias - vSaaS Global

@Nick Korna Do you have any updates on the formula for the "Rejected" status? Currently, it displays as "Approved" when the next-level approver declines the request.

Nick Korna

It's not a problem to do - do you want the Status just to be rejected, or to specify by who?

Joseph Aloysias - vSaaS Global

@Nick Korna , Thank you your response. I would like to display information about who rejected the request, like "Rejected by sales Head/Marketing Head/Etc..."

Nick Korna

For the former, you can do it with a simple COUNTIF addition:

=IF(COUNTIF([PRE-RBM/BM Approval]@row:[Pre-Finance Accounts Approval]@row, "Rejected") >= 1, "Rejected", IF([PRE-RBM/BM Approval]@row = "Submitted", "Waiting for RBM/BM Approval", IF([PRE-Sales Head Approval]@row = "Submitted", "Waiting for Sales Head Approval", IF([Pre-Marketing Head Approval]@row = "Submitted", "Waiting for Marketing Head Approval", IF([Pre-Finance Accounts Approval]@row = "Submitted", "Waiting for Finance Accounts Approval", "All Approved")))))

For specific rejections:

=IF([PRE-RBM/BM Approval]@row = "Submitted", "Waiting for RBM/BM Approval", IF([PRE-Sales Head Approval]@row = "Submitted", "Waiting for Sales Head Approval", IF([Pre-Marketing Head Approval]@row = "Submitted", "Waiting for Marketing Head Approval", IF([Pre-Finance Accounts Approval]@row = "Submitted", "Waiting for Finance Accounts Approval", IF([PRE-RBM/BM Approval]@row = "Rejected", "Rejected by RBM/BM", IF([PRE-Sales Head Approval]@row = "Rejected", "Rejected by Sales Head", IF([Pre-Marketing Head Approval]@row = "Rejected", "Rejected by Marketing Head", IF([Pre-Finance Accounts Approval]@row = "Rejected", "Rejected by Finance Accounts", IF(COUNTIF([PRE-RBM/BM Approval]@row:[Pre-Finance Accounts Approval]@row, "Approved") = 4, "All Approved", "")))))))))

This will also only show "All approved" if everyone has, rather than by default (if there are no submissions then it will be blank).

Joseph Aloysias - vSaaS Global

Thanks, It shows null for the below approval status, is there a way to fix this? this is a sequential approval workflow,

Joseph Aloysias - vSaaS Global

@Nick Korna @Paul Newcome I'm looking to track multi-level approval status in a separate column using a formula, can you please help me with the formula

Nick Korna

Hi @Joseph Aloysias - this is my bad as I misremembered what the word used is!

Replace all the "Rejected" in the formula with "Declined" and you should be good to go.