Is there a simple way to manage workflow approvals when the approver is out of office?

Peter Markey

I don't want to have to go into each workflow and update when my workflow approvers are out of office, on vacation for example. Ideally, I would like the approvers to update the dates they are out of office and provide a delegate for the approvals that are received in this timeframe. Any approvals required during this period would automatically go to the delegate and be replicated across a number of workflows and smartsheets. Thanks!

Ben Goldblatt

Hi @Peter Markey,

If approvers are updating the dates that they'll be out of office (either directly in the sheet or via Update Requests), you may be able to accomplish this by inserting a separate contact list column for the delegates then setting up a separate Automation workflow with another trigger action to send out the Approval Request to the delegate on the row (e.g., if Approver 1 enters OOO dates, send approval request to Delegate). You would likely then need to inform the first approvers to ignore the initial request sent if they're not going to be the actual people approving or declining requests, but a process like this is something to consider at least.

More information on Approval Requests, Update Requests, and working with Automation workflows in general can be found in the following Help content from the Learning Center:

• Approval Requests
• Update Requests
• Trigger Blocks: Define When Your Workflow is Executed
• Condition Blocks: Filter What Your Automated Workflows Send
• Action Blocks: Specify What Kind of Automation is Triggered
• Automation webinar series

 

I hope this helps!

Thanks,

Ben