FORMS

Approval list

An Approval list contains the users/groups who are to approve a Form at a certain level. It is similar to a Distribution list and is configured in the same way. An Approval list may contain one or more users/groups.

Approval lists are created directly in a Category and are connected to Forms approval objects.

Creating an Approval list

To add an Approval list, right click the category in the Forms model where you want to add it and choose Add -> Approval list. Double click on it to configure it.

Properties

General

Name - the name "Approval list" is generated automatically but we recommend changing it to something more descriptive
Description - an optional text describing the Approval list

Audit

Modified by - the name of the last user to make changes to the object.
Last modified - the date and time when the object was last changed.
Created by - the name of the user who created the object.
Created - the date and time when the object was created.

Custom

The Custom tab is where you set up which users and groups are to approve the form. To add a user or group to an Approval list:

Click the tab you want: Users or Groups
Choose a User or Group on the left and an Organization on the right, then click the downward arrow in the middle of the screen to add to the Approval list.

You may add more than one user/group to an Approval list if you want multiple approvals at the same level, i.e. "parallel approval". The order in which they are listed will have no bearing on the order in which they approve. Whether all or only one of them needs to approve can be configured in the Forms approval object to which it is connected.

If you need different levels of approval on a form, i.e. to define a specific order of approval ("sequential approval"), create several Forms approval objects on the form.

Approvers will approve responses for the organization they are connected to, unless the organization has been overridden on specific questions in the Form.

Users in Approval lists that are to be used in BMP Forms do not have to be connected to a specific organization. Instead you can use the "current" organization (this.organisation). This is done by choosing a User/Group on the left and marking the Use Context Organization box at the top right before clicking the downward arrow in the middle. This can be set for one or more users/groups in the list.

IMPORTANT: If the same Approval list is used for BMP Forms, Scheduled Forms and Periodic Forms, some of the respondents may be connected to "this.organisation". This will work as expected when used in BMP Forms, since they are implicitly always related to an organization. However, users that are only related to "this.organisation" will not see Periodic or Scheduled forms on their My Responsibilities -> My Forms tab.

If a group is chosen in an Approval list, all members of the group will be added. Whether they all must approve the form depends on how the Forms approval object is configured.

New Users or Groups can be added to the system here by right clicking and selecting Add and User or Group respectively.

The columns in the Approval list can be sorted by clicking the column heading.

Advanced

ID - a unique ID for the object.

By default, Corporater BMP assigns consecutive numbers to new objects.

You can change the ID to a value of choice that can include either letters or letter and number combinations.

The ID mustn't contain only numbers, include special characters such as ) ( . * } { + < > [ ], or match the name of a default object type in Corporater BMP.

Access control

Read accessors - click the Edit button () and authorize one or more users and user groups to view the object on Web.
Add accessors - click the Edit button() and authorize one or more users and user groups to add new objects to the object on Web.
Write accessors - click the Edit button() and authorize one or more users and user groups to edit the object on Web.
Delete accessors - click the Edit button() and authorize one or more users and user groups to delete the object on Web.
Ownership - click the Edit button () and grant ownership of the object to one or more users and user groups.

Users and user groups who own the object have full access rights to it.
Override access profile - select for the object's access control setting to outrank the object's corresponding access settings in profiles.

Changing an Approval list

An Approval list may be changed even after the form has been activated. Simply double click on the Approval list and add, remove, or change users as described above. These changes will take effect the next time the form is distributed, either manually or according to a schedule.

Existing Approval lists may be updated via a Forms list target in Transformer.