Preserving Approval Date

02/23/19 Edited 12/09/19

I heard in an ENGAGE 2018 video on alerts is that you can set an alert to request approval based on the values of one of the cells in the row. You can choose a column with drop-down properties to indicate that the alert was Submitted, Declined or Approved.

Someone at the session asked if there is a way to know the date of approval, and the speaker said you can refer to the Modified date to list the date and timestamp of the last data change made to the row. (In his example, he created an action to lock the row once the approval request was submitted, so the modified date would reflect a change to the column with Submitted, Declined or Approved.

He then said you could capture that date with a formula to keep the date---in the case if an approval is declined, and the row is unlocked so the person working on the task can make changes before submitting the request for approval again.

How would you "capture" the modified date of the original Declined? If you know the modified date (when the cell was change from Submitted to Declined, or even if we made a change to the row even after Approved), any change in the row would changed the Modified Date, right? So, then we no longer have the date of the original Approved or Declined.

Even if I created a new column that captured that Modified Date from the other column, it would be updated as well once the Modified Date was changed (since its a formula, not an actual date).

Any idea how to capture the date a request was Submitted for approval and the dates the Approval or Declined was received?

Thanks!

Comments

  • Andrée StaråAndrée Starå ✭✭✭✭✭

    Hi,

    It's possible to set it up with a third-party service like Zapier or similar.

    Would that work?

    Have a fantastic weekend!

    Best,

    Andrée Starå

    Workflow Consultant @ Get Done Consulting

    Best,

    Andrée Starå

    Workflow Consultant / CEO @ WORK BOLD

  • Paul NewcomePaul Newcome ✭✭✭✭✭

    Without a 3rd party service, you would have to basically have the row locked once it changes from submitted to approved or declined. Then you would open the sheet, manually enter the date into a separate column, then unlock the row for further editing.

  • Hi Andree,

    I'm also trying to capture the timestamp of when a request was "Approved" in the approval workflow that I've created. Is there a way to do this in smartsheet?

    Otherwise, how did you set it up with a third party service like Zapier?



    Thanks,

    Kathlene

  • Andrée StaråAndrée Starå ✭✭✭✭✭

    Hi Kathlene,

    There are a few different ways to structure a solution.

    • Do you need to keep the row(s) in the sheet or could it be moved to another sheet when Approved?
    • Are there additional changes made to the row(s) after the Approval?

    Can you describe your process in more detail and maybe share the sheet(s) or some screenshots? (Delete/replace any confidential/sensitive information before sharing) That would make it easier to help. (share too, [email protected])

    Hope that helps!

    Have a fantastic week!

    Best,

    Andrée Starå

    Workflow Consultant / CEO @ WORK BOLD

    work-bold

    Best,

    Andrée Starå

    Workflow Consultant / CEO @ WORK BOLD

  • Hi Andree,

    I would prefer to keep everything in one sheet - these are the columns I have in my existing sheet. What I would like to add is to record the time when the approver approves the request so we can track how long it takes to complete request from receiving approval.

    An outline of the process:

    1. Submitter submits request in Smartsheet form  - record when submitter submits (Note: Created Time stamp and Number in Queue is automated field in Smartsheet)

    2. Smartsheet form will be routed to approver for approval

    **3. I would like to record the time the approver approves

    4. The team working on the request will update the 'Status' to 'In Progress' when started and 'Completed' when the case is completed

    5. The 'Completed' timestamp column records when the row was last edited (last action should be marking the request as completed)

     

    Thanks for your help!

    Kathlene

    Smartsheet help.PNG

  • Andrée StaråAndrée Starå ✭✭✭✭✭

    Happy to help!

    In short, this is how the Zapier ZAP would be structured.

    • Updated row in Smartsheet
    • Filter, continue if the date isn't filled and the Approval Status is Approved
    • Format, the date to be correct and readable by Smartsheet
    • Update the row and cell from the first step

    Make sense?

    Best,

    Andrée Starå

    Workflow Consultant / CEO @ WORK BOLD

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