The Request Approval widget assigns one or more users or groups a task to review and approve an item in a list or library, and then branches the workflow based on whether the item is approved or rejected. Assigned approval tasks are completed using a Workflow Conductor task form.
Widget Limitation: If the Approver property is a lookup to another SharePoint column, the following SharePoint column type and data format limitations apply for the lookup value:
- For Person or Group columns, person or group data can be displayed using any user information field, as long as that field has data. For example: Users displayed as Name, Account, Work e-mail, User name, etc., can all be used as approvers. Multiple entries are supported for Person or Group columns.
- For Single line of text columns, the value must be an account name (DOMAINUsername) or SharePoint group name (e-mail addresses are not supported). Multiple entries are supported for Single line of text columns, separated by semicolons (;).
- Calculated columns are supported with the same format limitations as Single line of text columns.
- A lookup to a Choice column with the option Checkboxes (allow multiple selections) selected will only work if a single entry is checked.
- Lookups to SharePoint Lookup columns are not supported.
|Select Item (Required)||
Select the item on which the approval process will be run. This can be run on the item from which the workflow was started (default behavior), or on a different item in the same list or a different list.
Enter one or more users or groups who need to approve or reject the item. Each approver is assigned a task when the widget runs. Approver names can be entered using any of the following methods:
If a SharePoint group is entered in the Approvers property, the Expand Groups setting determines whether a single task is assigned to the entire group or if a separate task is assigned to each member of the group:
Select the number of approvals required for an item to follow the Approved path:
|Send Task Assignment Emails||
Select an option to determine if the widget will send notification e-mails to approvers:
|Send Status Emails to Initiator||
Select an option to determine if the widget will send notification e-mails to the workflow initiator:
|Task Name||Enter a custom task name for the approver task (e.g., “Approve Expense Report”). This task name is how the task is displayed in SharePoint and Microsoft Office Workflow Task forms. If you do not enter a Task Name, a default name of “Please Approve ItemName” is assigned when the widget runs. The task name, and other task properties, can be referenced in notification e-mails using the Current Task Easy Reference.|
|Task Description||Enter an optional task description for the approver task (e.g., “Please review and approve this expense report.”). This task description is displayed in task forms. To add a hyperlink in the task description that has a display name different from the URL (e.g., Bamboo instead of http://www.bamboosolutions.com), enter the hyperlink in the following format, including the surrounding brackets ([ ]): [_URL(http://url.com) ,_Text(Text to display)] (see Lookups and Variables for more information). The task description, and other task properties, can be referenced in notification e-mails using the Current Task Easy Reference.|
|Notification Subject/Body||Customize the subject and body for the notification e-mail sent for the original Request Approval task. Default text can be specified in the Request Approval Task Notification sections of the Workflow Conductor Control Panel E-mail Settings.|
Send a reminder email to task assignees some number of days before a task’s due date is reached.
|Days Before Due Date (Required if Send Reminder=Yes)||This parameter appears when Send Reminder is set to Yes. Enter the number of days prior to the Due Date that the reminder email should be sent. This can be set explicitly, or the value can be set dynamically at runtime using a lookup.|
|Reminder Subject/Body:||Customize the subject and body for the reminder notification e-mail sent to task assignees prior to the task Due Date. Default text can be specified in the Request Approval sections of the Workflow Conductor Control Panel E-mail Settings.|
Reassign a task to a specified person if it passes the task Due Date without being completed.
|Escalate To (Required if Escalate Overdue=Yes):||
This parameter appears if Escalate Overdue is set to Yes. Enter a single SharePoint or Active Directory user to escalate the task to, using one of the following methods:
|Escalation Subject/Body:||Customize the subject and body for the reminder notification e-mail sent to task assignees prior to the task Due Date. Default text can be specified in the Request Approval section of the Workflow Conductor Control Panel E-mail Settings.|
|Days Until Due||Enter the number of days until the task is due. You can enter a specific number or use a lookup. The number of days is added to the current date at the time the widget is run to determine the Due Date for each approver task. The calculated task Due Date is included in the task notification e-mail. If you do not enter a Days Until Due value, the Due Date property will be used, if there is one, or the task Due Date will be empty.|
Enter a Due Date for the task. You can enter a specific date using the calendar control or use a lookup. Unlike the Days Until Due property, this property sets a specific Due Date for the task. This is useful in situations where a particular deadline must be met. The task Due Date is included in the task notification e-mail. If you do not enter a Due Date, the value in the Days Until Due property will be used, if there is one, or the task Due Date will be empty.
|Allow Request Change||
|Save Comments To||Each approver has the opportunity to enter comments when completing an approval task. You can view task comments in the completed task. If the Send Email property is sent to Yes, a summary of all comments is e-mailed to the workflow initiator when the widget is finished running. You can also store the comments in a workflow variable for use later in the workflow. To assign a workflow variable, select a Text data type variable from the Save Comments To list. Create variables in the Workflow Settings tab in the settings pane, or click the Create new variable link next to the variable list. If multiple approvers enter comments, each comment is appended to the workflow variable.|
|Allow Attachment||Allow an attachment to be included in the task notification email. The attached item can be the item on which the workflow was started (default behavior), or on a different item in the same list or in a different list.|
|Item to Attach (Required if Allow Attachment=Yes)||
Select which item will be attached to the email:
|Click Apply to save the widget settings.|
Examples of Request Approval Widget
Return to User Interaction Widgets List
- Overview of Lookup Selector
- Using Lookups in Workflow Studio
- About Workflow Conductor Widgets
- Alphabetical List of Workflow Conductor Widgets