How to use forms to manage a request from start to finish

Any approval process can be tedious—whether it’s submitting an expense to your manager or requesting permission to make a purchase […]

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By: Jonathan Gitlin

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How to use forms to manage a request from start to finish

Any approval process can be tedious—whether it’s submitting an expense to your manager or requesting permission to make a purchase on the company card.

Let forms melt away your team’s stress!

You can use forms to manage the entire approval process. How? We’ll show you in just 4 steps:

1. Create each form that’s part of the approval workflow. This includes the request form and the follow-up forms for the reviewers.

In the request form, add fields that ask the employee what days they’d like to take off. You should also ask for their manager’s name and email address. 

The fields to include in the request form

For the reviewer’s form, add a field that either accepts or rejects the requested time off. Then, if there’s another reviewer, add a field that asks for their email.

The fields in the reviewer's form

For the final reviewer, just edit the 2nd field to ask for the requestor’s email.

The fields in the final reviewer's form

 2. Create a Form Rule on the request form to automatically trigger a follow-up email to the employee’s manager (or to whoever else is reviewing the request). 

Creating form rule on request form

You can customize the message in the email so that it includes the form’s responses and a link to the approval form.

Creating a customized email from requestor's form

Note: “Your Name” is the person who appears to be sending the email. “Reply To Email Address” determines who gets contacted should the respondent have any questions about the form.

3. If you need another colleague to review the form, you can set up a Form Rule that triggers an email to them. The email should include the previous reviewer’s responses and a link to their form.

Creating a customized email on a reviewer's form.

4. For the final reviewer’s form, simply create a Form Rule that triggers an email to the requestor. 

Creating a customized email on final reviewer's form.

That’s all folks! Now that you know how to use forms to process requests, you’ll be able to save your team loads of time and make their life all the more easy.