Assign approver option, or send notification?

System

This discussion was created from comments split from: Permissions for non-licensed users.

dpenny

Question, new to smartsheets, creating forms with workflows and linking to the spreadsheet, or smartsheet rather. I have 5 people that will be entering data into the form, and approving in a column for each approver. They are not entered into the user portal yet, do I need to enter them as viewers or editors? We have a business plan, I don't want to pay for more users. Also have questions on the hierarchy of workflows. I have 4 approvers, I want it to go to first approver, then when she checks a box, it is sent to next approver, so far I have not been able to get it done. The emails are sent at the same time. Unsure if I should use the assign approver option, or send notification, each of their assignments is in a downward hierarchy.

Gia Thinh

Hi @dpenny ,

If your use case is just an approval process then there's no need to share the master sheet (where data coming from the form submission) to the approvers. You can create a cascading Approval Request automation workflow in the master sheet so that each of the approver can approve at each step of the approval process through emails sent to them.

You may want to look at the artical below for more details.

Approval Requests | Smartsheet Learning Center

dpenny

Hi @Gia Thinh they will want to see the data sheet, and specifics of each item they are approving.

Also, have questions on parent/child settings. Would that be beneficial in a situation where I have someone submitting up to 10 items as in a request to purchase form/sheet?

Gia Thinh

In this case you may need to share the sheet with them with Editor or Viewer permissions.

If someone is submitting a request with 10 items then those items will come into 10 columns in the same row of that request, rather than in 10 rows. That's the way the Smartsheet form works

dpenny

I assume I will need to add them as editors within the admin portal, if they are checking an approval box on the Smartsheet. Are editors required to have a paid license? I am exploring what might be the best way to accomplish the task at hand, for my animal control department. It is a request for purchase process. Right now, I have a form, which collects the data, and is submitted to the Smartsheet, then I have 4 different approval columns with check boxes for the approvers. I want it to be sent to first approver upon submission of form, then after first approver approves, have it forwarded for review/approval to next approver. I set up the workflow for the approvers, but am not sure what method will accomplish this task and notify user, in heirachy of approval = alert, approve, request an update or assign people.

I am choosing to hide the additional submission rows, on the form, so it isn't so long, so they can submit a request to purchase up to 10 different items. Can they attach 10 different attachments?

I am new to this, so I appreciate your input.

Gia Thinh

If users are shared with Editors then they must be paid users according to the new User Subscription Model of Smartsheet recently. However, you can only need to share with them as Viewers and use Approval process I described below to save the cost.

1- Create 4 columns for "Person 1-4" with Contact list property as shown in yellow

2- Create 4 columns for "Person 1-4 Approval" with Dropdown property (values : Submitted, Approved, Declined) as shown in green

3- In the form, add 4 "Person 1-4" fields as hidden with default values are the approver's email. These fields will not be visible when users submit the form

4- Create a cascading aprroval request workflow as shown below. Each approver will receive an approval request upon a new row added or approved by the previous approvers

This approach ensures that approvals are handled efficiently while keeping users as Viewers to minimize costs.

Hope it helps.