Same Level Multiple Approvals

Paul Reeves · 07/07/23

Is there a way to sent out a request that contains multiple approvals? There is a situation where we have a record that may contain anywhere from 1 to 3 approvals. All approvers have the same authority.

To tally the approvals I would create a separate column that evaluates the decisions of either all approved, all declined or need further review.

Ipshita · 07/08/23

Hello@Paul Reeves

Yes, fortunately there is a way to create multiple approvals on the same level under the automation request tab where you can add more people from your org to approve/decline any decision. Here is the simplest way to do it -

using the automation workflow, send approval requests to multiple people or to contacts or to everyone shared to the sheet and store their responses in separate columns using the advanced feature of this workflow.

Hope this helps!

Cheers,

Ipshita

Ipshita · 07/08/23

Hello@Paul Reeves

Yes, fortunately there is a way to create multiple approvals on the same level under the automation request tab where you can add more people from your org to approve/decline any decision. Here is the simplest way to do it -

using the automation workflow, send approval requests to multiple people or to contacts or to everyone shared to the sheet and store their responses in separate columns using the advanced feature of this workflow.

Hope this helps!

Cheers,

Ipshita

Neil Watson · 07/09/23

@Paul Reevesit all depends on what you are looking to achieve.

The solution of sending a request to all approvers on the sheet does mean that once the first person approves, the approval workflow is "closed".

It becomes more complicated if you want to send simultaneously to 3 approvers and capture their individual responses. I had the latter issue to solve and this was my solution. I have included my column names and descriptions

1/ I created a drop-down column type calledApprovals Neededwith "Allow multiple values per cell" on.

2/ The options were Approver #1, Approver #2 & Approver #3. These could be the position names of the three approvers in your case.

3/ I created a text column type called "Approval Flow Option" which has a formula that references theApprovals Needed列。

4/ Depending on the options chosen, the formula returns Flow 1, Flow, etc, up to Flow 7. The table below explains the relationship between the options chosen and the Flow number:

5/ The formula inApproval Flow Optionis=如果(和(包含(“审批人# 1”,(需要审批)@row), CONTAINS("Approver #2", [Approvals Needed]@row), CONTAINS("Approver #3", [Approvals Needed]@row)), "Flow 7", IF([Approvals Needed]@row = "Approver #1", "Flow 1", IF([Approvals Needed]@row = "Approver #2", "Flow 2", IF([Approvals Needed]@row = "Approver #3", "Flow 3", IF(AND(CONTAINS("Approver #1", [Approvals Needed]@row), CONTAINS("Approver #2", [Approvals Needed]@row)), "Flow 4", IF(AND(CONTAINS("Approver #1", [Approvals Needed]@row), CONTAINS("Approver #3", [Approvals Needed]@row)), "Flow 5", IF(AND(CONTAINS("Approver #2", [Approvals Needed]@row), CONTAINS("Approver #3", [Approvals Needed]@row)), "Flow 6", "")))))))

6/ The Flows are used in the conditions for the approval automation.

7/ For the approval automation, create another threecontact-typecolumns -Approver #1,Approver #2&Approver #3). They contain the contact details of the three approvers.

2023-07-09 21_38_13-(23) Multiple approval - 3 Approvers - Smartsheet.com.jpg

8/ Create another three drop-down type columns -Approver #1 Approval,Approver #2 Approval&Approver #3 Approval.Each of these has four options - Not Required*, Submitted, Approved, Denied

9/ Create your approval automations; a total of 10 are required as per the table below. An example of automation #1 is shown.

2023-07-09 21_43_49-(23) Multiple approval - 3 Approvers - Smartsheet.com.jpg

I create separate automations so that the same three approval response options (Approver #1 Approval,Approver #2 Approval&Approver #3 Approval) can be used for all.

10/ Create a text column type calledApproval Status. This column looks atApprover #1 Approval,Approver #2 Approval&Approver #3 Approvaland returns either "Waiting for Approval", "Denied" or "Approved".

The formula for this column is=IF([Start Approval Process]@row = 0, "", IF(OR([Approver #1 Approval]@row = "Denied", [Approver #2 Approval]@row = "Denied", [Approver #3 Approval]@row = "Denied"), "Denied", IF(OR([Approver #1 Approval]@row = "Submitted", [Approver #2 Approval]@row = "Submitted", [Approver #3 Approval]@row = "Submitted"), "Waiting For Approval", IF(AND([Approver #1 Approval]@row <> "Denied", [Approver #2 Approval]@row <> "Denied", [Approver #3 Approval]@row <> "Denied", [Approver #1 Approval]@row <> "", [Approver #2 Approval]@row <> "", [Approver #3 Approval]@row <> ""), "Approved", ""))))

11/ The approval process is triggered by a checkbox column calledStart Approval Processhence the bolded element above.

The final product with conditional formatting looks something like the below:

2023-07-09 19_14_17-(22) Multiple approval - 3 Approvers - Smartsheet.com.jpg

*For new row (prior to commencement of approval process), the three drop-down type columns -Approver #1 Approval,Approver #2 Approval&Approver #3 Approvalideally should have a default value "Not Required". This helps to identify for a row whether approval is required for reports etc.

Paul Reeves · 07/10/23

Thank you both Neil and Ipshita. I really appreciate your help.

@Ipshita- I am not seeing the ability to record multiple approvals nor am I seeing an advance link.

Neil Watson · 07/11/23

@Paul Reeves- correct. When using the method above (whether sent to multiple contacts, or all people shared to the sheet) the approval notification will go to all the contacts.

So in your case, Contact 1 and Contact 2 will both receive the approval message. As soon as the first contact approves or declines, their response will be saved in one of the columns selected.

The record is then 'closed' for further approvals or declines. When the 2nd person accesses they can add comments and save them but don't have an option to approve.

Same Level Multiple Approvals

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