Set up an approval so that selected Digital Register entries are reviewed by an employee before they are accepted. You build the approval on a canvas in the Register settings.

Before you start

• Select your location in the Vizmo portal.
• Digital Registers must be turned on for the location.
• You need permission to create Registers, because the Register Settings menu is hidden without it. You also need permission to create and change approvals.
• Create the Register and its form first.
• Choose approvers who are employees with a working email address. The ready-made option Creator's Department Head works only if the person who made the entry is an employee with a department head. For entries made in Guard Kiosk, choose a named employee instead.
• Availability: if this option is greyed out or missing, contact your Vizmo account manager.

Create the approval

1. Open Digital Registers > Settings > Approvals.
2. Drag the Approval node from the top bar onto the canvas. The Workflow Details panel opens.
3. On the Details tab, enter a Workflow Name. The module is Register Form Data, which means each submitted entry.
4. Choose Created to check new entries, or Updated to check changes to entries.
5. To limit the approval to certain entries, select Add Condition, choose Register or Register Form, select Is, and pick the Register or form. You can also add conditions on a form's questions.
6. Select Next. On the Notifications tab, choose the Workflow Approver. Approval requests are sent by email.
7. Set No Response Time (in mins) and choose at least one No Response Notification recipient. Choosing an Approval Notification or Rejection Notification recipient is optional.
8. If you want a back-up, choose a Fallback Approver and set Fallback Approval Timeout (in mins). The fallback timeout must be shorter than the No Response Time.
9. Select Save. The message Workflow details saved successfully appears.

What approvers see and do

• The approver gets an email asking them to approve or reject the entry. Employee approvers answer from that email. See Approve or reject visitor and invite requests for how approvers respond.
• Administrators can also approve or reject from the Register logs. See the next section.
• If nobody responds in the No Response Time, the people you chose are notified. A no-response result does not count as approval.

Review the result as an administrator

1. Submit an entry that matches your event and conditions.
2. Under Digital Registers, expand the Register and select Logs.
3. Hover over the entry's row and select the Approvals & Activity icon.
4. In the drawer, open the Approvals tab. To decide, select Edit approval, then choose Approve or Reject.

Only administrators can approve or reject from the Register logs, and only if they are allowed to update Register entries.

Change an approval later

Select the approval's node on the canvas, change the details or notifications, and select Save. You can chain approvals by making one approval depend on another Register Form Data approval. Approvals for other modules cannot be used.

Troubleshooting

• Approvals is missing. Check that Digital Registers is turned on and that you can open the Register Settings. If it is still missing, contact your Vizmo account manager.
• You cannot drag the Approval node. You need permission to create approvals.
• An entry has no approval request. Check the Created or Updated choice and every condition. An approval for one form does not apply to entries in other forms.
• The department head cannot be found. Check the entry creator's employee and department details, or choose a named employee as the approver.
• Save asks for required details. Fill in the approver, the No Response Time and at least one No Response Notification recipient. If you chose a fallback approver, make its timeout shorter than the No Response Time.

For the full Register setup, see Set up and use Digital Registers. To approve desk, room and parking bookings, see Set up multi-level approvals for desk, room and parking bookings.