Approval Workflows - Use of initial data after rejection

kevin_g

Hi.
I want to create an approval workflow for the following example:

I have a list with contact for several equpiments. Now, somebody will change a name. In this case, a workflow will be triggered (trigger is change of the value), requesting the approval of the Manager. Setting up this is clear. My questions is focusing on the case when the Manager will reject the request.

What I need from such a worklow is, that in case the Manager will reject the change, the initial name remains. Obviously, the Manager is not fine with this change and would like to have the initial name. A workflow doesn't make sense, from my point of view, when in this case, I can record that the Manager has rejected, but the new contact remains. This means, the value has been changed although the change has been rejected.

How can I do this?

Darla Brown

Hi,

Could you have a separate field for name change approval so that the primary contact doesn't change until it is approved? Then the workflow can add a cell value change automation to the approved name.

Would this work?

kevin_g

Thanks Darla.

Do you mean:
I have a column "actual contact" and an additional for "to be approved new contact"?
And as soon as the new contact has been approved, it will be copied to the "actual contact"? Do I get you right?
Could work, although it's a bit a complicated workaround and it will unnecessarily increase the sheet. In my case, I have a list with contact of 4 companies, each with Lead and Deputy. Means, already 8 columns, now doubled.

Is it really the case, that in case of a rejection, the data remains changed? Why do you create such a workflow? 😀

Thanks, I will try with your proposal and hope for a leaner option.

Darla Brown

Hi,

Yes, I was referring to having two columns. This way, the data won't be lost with the update request. It's not much more work since it is an automation for both approval and value change. But, if it doesn't work for your process, I fully understand.

Good luck!

kevin_g

Thank you. I will definately check. I'll answer here if this workaround is working.

kevin_g

Hi Darla.

I checked your proposal. Unfortunately, there are several restrictions:

There is no option in an approval workflow to say (like in a formular) IF approval status is "Approved", THEN copy cell "proposed contact" to "Contact".
I can change a value of a cell in a workflow, but I need to pre-define the value. Means in this case, I need to select a contact already in the workflow.

When I combine a workflow and a formular:

IF-THEN: IF status is "Approved", THEN contact = proposed contact.

As the contacts are set up as "real contacts" in Smartsheet, means Names and E-Mail address. With the formular, it only copies the name, not the email address. And some other hurdles.

Maybe I miss a point ordon't see workflow option (e.g. "copy cell A to cell B IF status change to "approved").

Thanks for your thoughts and from others.

Nicole Pratt

You could make it a part of the process that the Manager that is rejecting the change, revert the contact back to the previous contact. Unfortunately there isn't a way to revert the change. Or you can set up an update request automation back to the user or admin of the sheet to make the change when the approval is changed to Reject.

HLChristiansen

it will work if you change the it from a contact list, to an email address. Unfortunately contact lists do not update correctly, copy correctly etc through forms, formulas, and automations. The best solution I can think of without changing the column type is to create the automation as an update request, and have the manager handle the update, instead of just approving.

kevin_g

https://community.smartsheet.com/discussion/comment/487086#Comment_487086

Hi @Nicole Pratt.
If I am not mistaken, the manager who receives the approval request doesn't see the initial value. Would be even better in such a request like "Do you approve the change from x to y?".

As soon as it is changed in the cell, the value is gone.

But the second proposal could be a workaround.
If I get you right:
1) in an "new contact" column, a new contact will be added. This triggers an approval workflow.

2) If 1) results in an approval, it triggers and update request.

This could work, but it's hard to treat this as an automation when it ends in manual work. :-)