TEMA:

Hi,
I am considering purchasing Breezing Forms or Content Builder. However, I need some advice about whether it can achieve what I need as below.

Form submission requiring multiple approvals...

1. A staff member submits a form that needs to be viewed and approved by heads of different departments.
2. Each department is notified one at a time to authorize the form contents. Once 1 department authroizes the form, the next department is automatically notified to authorize the form. Each department authorizes the form contents by clicking "Accept" and their details and date/time is recorded for that form
3. There might be some additional form fields for certain authorizing departments that need to contribute to the form content.
4. Once the form is full signed off, then it is archived with all form fields fully searchable in future

This is an example business process that we need to implement.

Would I need Content Builder or Breezing Forms to achieve this?

I look forward to your reply.

Thanks,
Dan

Hello Dvanwijk,

is see some problems with your desired workflow:

1. A staff member submits a form that needs to be viewed and approved by heads of different departments.

This is possible with BreezingForms and/or ContentBuilder which is avaiable for free by the way

2. Each department is notified one at a time to authorize the form contents. Once 1 department authroizes the form, the next department is automatically notified to authorize the form. Each department authorizes the form contents by clicking "Accept" and their details and date/time is recorded for that form

This is also possible, but needs some custom coding to say which department should notified after the submit.
For this you'll need some knowledge in PHP.

3. There might be some additional form fields for certain authorizing departments that need to contribute to the form content.

This needs some custom coding to so the first user or other departemens are not able to fill out the element.

4. Once the form is full signed off, then it is archived with all form fields fully searchable in future

With this is see a problem because all records will searchable from the beginning and can be viewed by predefined usergroups.


In conclusion - yes it is possible but needs a lot of custom coding and not everything is possible.


regards
Chris

Ps: You can download ContentBuilder for free and test your scenario before buying it.

Hello,
I have the same needs with only 3 steps :
- 1 employee submit a form
- 1 manager validate the form
- 1 third person receive a mail when the manager have validated the form

Could you tell me which php files i have to see / customize to do that ?
thanks
regards
Bob

Hello Bob,

you don't have to hack the core files in order to make it working but you have to use a BreezingForms form as the datastorage.

Does the Manager gets a email when an employee has submitted the form?

Is the third persons email always the same or is it dynamically?



regards
Chris

Hello Chris,
Good news ! (to do not have to hack the code)

Does the Manager gets a email when an employee has submitted the form?
=> yes but an employee belong to a team and each team have his own manager :
Example :
Employee A ==> Team X ==> mail to be sent to Manager 1
Employee B ==> Team X ==> mail to be sent to Manager 1
Employee C ==> Team X ==> mail to be sent to Manager 1
Employee D ==> Team Y ==> mail to be sent to Manager 2
Employee E ==> Team Y ==> mail to be sent to Manager 2
Employee F ==> Team Z ==> mail to be sent to Manager 3
Also, In the form, the employee have to upload a file (it's an scanned expenses bill)

Is the third persons email always the same or is it dynamically?
=> yes he is always the same person with a fixed email address

Regards
Bob

Hello again,

Good news ! (to do not have to hack the code)

But you have to use a little bit of PHP

okay - how do you check to which Team the Employee belongs?
By Element value?
By Username?

Does the Manager edits the record?



regards
Chris