Integrating Approval Requests into your workflow in Karbon helps streamline the process of obtaining client or team member approvals for important documents. Here’s a step-by-step guide to setting up and managing Approval Requests effectively within your workflows.
Step 1: Add an Approval Task to Your Workflow
Open the Work Item:
Navigate to the specific work item in which you want to include an Approval request.Add the Task:
Click the Add Task button in any section of the work item.
From the dropdown, select Approval Request.
The task will be labeled with an APPROVAL tag, making it easy to identify.
Customize the Task Name:
Provide a clear and descriptive name for the Approval task to indicate what the approval pertains to.
Step 2: Attach Documents for Approval
Open the Approval Task:
Expand the task you just created by clicking on it.Prepare Documents for Approval:
Click Prepare Documents for Approval.
A file selection window will appear.
Upload Files:
Select files from your computer or drag and drop multiple files into the window.
Supported file formats include PDFs, DOCX, images (JPG, PNG), and more.
Name the Approval Package:
The package name will default to the work item’s name, but you can rename it to better describe the document bundle.
Note: You cannot proceed without naming the package and attaching at least one file.
Review the Package:
Confirm that all necessary files are included and appropriately named.
Step 3: Select Approvers
Choose Recipients:
Select approvers from your Karbon contact list.
Approval requests can only be sent to contacts categorized as Person (not organizations or groups).
Assign Email Addresses:
The Approval request will be sent to the recipient’s primary email address.
If a recipient has multiple email addresses, ensure the correct primary email is set in their contact details.
Set Approval Requirements:
Choose between:
Everyone to Approve: Requires all listed approvers to approve the document bundle.
Anyone to Approve: Only one approver needs to approve the bundle for it to be marked as approved.
Step 4: Customize the Approval Request Email
Edit the Email:
Before sending, click Edit Email Message to customize the notification sent to recipients.
Use placeholders to personalize the email content, such as client names or project details.
Preview the Email:
Review the message to ensure clarity and professionalism.
Step 5: Send the Approval Request
Send the Request:
Click Send Approval Request to dispatch the package to the selected recipients.
The Approval task will now show as Pending Approval in the work item.
Schedule Reminders (Optional):
Set up automatic reminders to follow up with approvers who haven’t completed the task.
Options include:
Gentle reminders: Sent at intervals like 7, 3, and 1 day before the due date.
Urgent reminders: Sent daily until the due date or up to five reminders.
Custom reminders: Customize the frequency and timing of reminders.
Step 6: Monitor the Approval Progress
Track Activity:
Karbon logs key actions in the Approval task, such as when the package is:
Sent to recipients.
Viewed by recipients.
Approved by recipients.
View Approver Actions:
Check the status of individual recipients (e.g., who has viewed or approved the package).
Step 7: Manage the Approval Request
Resend Approval Request:
If recipients haven’t responded, open the task and click the three-dot menu.
Select Resend Package to send a follow-up notification.
Edit or Update the Request:
Expand the task to add or remove documents, adjust approvers, or edit details.
Step 8: Complete the Task
Mark as Approved:
Once the approval is granted, the task is automatically updated to Complete.
The approved files are linked to the Documents tab within the work item.
Download Approved Files:
Access the approved files from:The Documents tab in the work item.
The View Documents button on the task itself.
Best Practices for Adding Approvals
Set Clear Expectations: Name tasks and approval packages clearly to avoid confusion.
Use Bundles for Related Files: Group related documents into a single approval package to streamline the process.
Establish Deadlines: Set realistic due dates to keep workflows on track.
Leverage Reminders: Automate follow-ups with gentle or urgent reminders.
Communicate Effectively: Customize email messages to provide clear instructions and context for approvers.