Workflow Issue using Source Sheet: How can I create a two approver process?

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Here is the process:

  1. questionnaire answered for a suggestion project with attachments
  2. questionnaire sent to the selected department (3 to select form) for approvals (2 approvers needed)
  3. if rejected by both approvers; originator who filled out questionnaire gets a declined notification
  4. one approver can reject and the last approver can override this and approve it
  5. if approved specific recipients get a pdf or report document with all the questions answered by the originator and with their viewable attachments

Issue:

  1. when first approver approves or declines it skips the 2nd approver and goes to recipients
  2. recipients are getting more than one notification (can get 2 or 3 email notifications)

Can anyone aid? Here is the workflow in Smartsheet:

Thank you.

Best Answers

  • Jen Lange
    Jen Lange ✭✭✭✭✭
    Answer ✓
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    Hi @MONICA BUENDIA. I think there are a couple of ways to adjust your workflow to avoid duplicate notifications and an overall breakdown in the desired workflow.

    The easiest approach that comes to mind is to adjust the status from "Declined" to "Second Approval" (or the like) for the advanced settings within the first approval setup.

    Then for the second approval, let it stick with "Declined" to drive the rejection notification back to the originator. This simple change in status should avoid a circular approval pattern between your two approvers.

    Let me know if this recommendation is helpful. Thanks!

    -Jen

  • Jen Lange
    Jen Lange ✭✭✭✭✭
    Answer ✓
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    @MONICA BUENDIA , that's great! I'm thrilled it helped you.

    What issue remains? The multiple emails that generate from the automated workflow? If so, I struggle with the same issue and haven't yet come up with a creative approach to resolve it; although, I have some ideas for a daily trigger.

    Either way, thank you for reaching out to the community. Keep me posted if you encounter any other issues. Thanks.

    -Jen

Answers

  • Andrée Starå
    Andrée Starå ✭✭✭✭✭✭
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    Hi @MONICA BUENDIA

    I hope you're well and safe!

    I'd be happy to take a quick look.

    Can you maybe share the sheet(s)/copies of the sheet(s)? (Delete/replace any confidential/sensitive information before sharing) That would make it easier to help. (share too, andree@workbold.com)

    I hope that helps!

    Be safe and have a fantastic weekend!

    Best,

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    Did my post(s) help or answer your question or solve your problem? Please help the Community by marking it as the accepted answer/helpful. It will make it easier for others to find a solution or help to answer!

    SMARTSHEET EXPERT CONSULTANT & PARTNER

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    W: www.workbold.com | E:andree@workbold.com | P: +46 (0) - 72 - 510 99 35

    Feel free to contact me for help with Smartsheet, integrations, general workflow advice, or anything else.

  • Jen Lange
    Jen Lange ✭✭✭✭✭
    Answer ✓
    Options

    Hi @MONICA BUENDIA. I think there are a couple of ways to adjust your workflow to avoid duplicate notifications and an overall breakdown in the desired workflow.

    The easiest approach that comes to mind is to adjust the status from "Declined" to "Second Approval" (or the like) for the advanced settings within the first approval setup.

    Then for the second approval, let it stick with "Declined" to drive the rejection notification back to the originator. This simple change in status should avoid a circular approval pattern between your two approvers.

    Let me know if this recommendation is helpful. Thanks!

    -Jen

  • Bassam Khalil
    Bassam Khalil ✭✭✭✭✭✭
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    @MONICA BUENDIA

    Hope you are fine, Please add a copy of your sheet or a screenshot (after removing or replacing any sensitive information). This will make it easier for me to provide the appropriate answer to your question.

    PMP Certified

    bassam.khalil2009@gmail.com

    ☑️ Are you satisfied with my answer to your question? Please help the Community by marking it as an ( Accepted Answer), and I will be grateful for your "Vote Up" or "Insightful"

  • MONICA BUENDIA
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    Bassam,

    here is how the sheet columns look no worries this is just a test sheet. I had to screen shot it in pieced:



    Thank you.

  • MONICA BUENDIA
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    Jen,

    wanted to thank you for your suggestion it solved one of the issues and was a great suggestion.

    Thank you!

  • Jen Lange
    Jen Lange ✭✭✭✭✭
    Answer ✓
    Options

    @MONICA BUENDIA , that's great! I'm thrilled it helped you.

    What issue remains? The multiple emails that generate from the automated workflow? If so, I struggle with the same issue and haven't yet come up with a creative approach to resolve it; although, I have some ideas for a daily trigger.

    Either way, thank you for reaching out to the community. Keep me posted if you encounter any other issues. Thanks.

    -Jen

  • MONICA BUENDIA
    Options

    Hi Jen,

    I managed to stop the multiple emails for now with your suggestion. Thank you for that.

    M