Approval Workflow Overview

 

Prerequisites:

1. Enable Submissions Forms. Navigate to "System Admin" and click the Street Admin gear icon. Click on the Roles tile, choose the role associated with the form submitter, and enable the "Edit Submissions Forms" permission.
2. Turn on Approval Workflow. To access the "Form Approval" board in the "My Activities" module, the admin needs to activate the "Approval workflow" system setting in Street Admin. To do this, navigate to Street Admin, go to System Settings, find the "Turn on Approval Workflow" option, click on the "..." (action button), and select the "Yes" button to confirm activation.
3. Go to the street admin and click on the 'Approval Workflow' tile.
4. Under the “Team Approval” tab, select the team and specify the individuals responsible for each approval stage.  These approvers will be the ones notified when any member of the corresponding teams submit an approval form.  Users can be assigned as approvers of multiple teams
5. Approvals will take place in a sequential order, with each stage being unlocked after the preceding one is approved. The workflow approval feature accommodates up to 3 levels of approvers. Additionally, an individual can be an approver for multiple levels; for instance, John Doe can be a level 1 and level 3 approver for the same workflow.
6. The sequence may involve different roles, such as supervisors and program managers.

Note: Approval workflows are designed to work specifically with approval forms and do not apply to regular forms found under "My Forms". Creating an approval form must be done at the time of form creation, if you have an existing form under "My Forms" it will need to be recreated as an approval form.

Creating and Submitting an Approval Form (Referral):

Form Creation: Use the form generator to create a new form and activate the approval form toggle. The form will then appear in the “approval form” tab. See prerequisite #2.

         

         

Form Submission: From the activity card on the case board, attach the approval form.

Note: A user can only submit one approval form per card. The referral indicator will remain inactive until full approval.

 

Navigating the Approval Workflow: 

1. Go to the street admin and click on the 'Approval Workflow' tile.
2. Under the “Team Approval” tab, select the team and specify the individuals responsible for each approval stage.
3. Approvals will take place in a sequential order, with each stage being unlocked after the preceding one is approved. The workflow approval feature accommodates up to 3 levels of approvers. Additionally, an individual can be an approver for multiple levels; for instance, John Doe can be a level 1 and level 3 approver for the same workflow.
4. The sequence may involve different roles, such as supervisors and program managers.  
5. Use the “Approval Form” tab to pick the form and set the required level of approval.  

 

Submitting the form triggers emails to the first set of approvers, and subsequent notifications are sent following the chain to the highest form approval level that is set. After the highest configured level of approval is met, the submitter is informed, and the referral icon on the activity card is enabled.

• Activating the referral icon: With activation, an automated email can be sent to the intended service partner. Please note that the email only states the desire to refer the client to the Service Provider for service.  It does not include the filled form or any other contact data.  
  
  

Conducting the Approval:

• Tracking Submissions: View submitted forms on the “Form Approval Board” within the "My Activities" module.
• Initial Approval: Level 1 approvers evaluate the form and may approve, reject, or return for edit, with each action sending out a corresponding notification.
• Consecutive Approval: Post Level 1 approval, the form progresses to subsequent levels, with each needing sequential confirmation.
• Complete Approval: After Level 3 approves the form, the submitter is informed, and the referral icon on the activity card is enabled.
• Activating the referral icon: With activation, an automated email can be sent to the intended service partner. Please note that the email signals the client's intent to join but does not include the referral form.

Leveraging the Dashboard for Insights:

• Data Retrieval: The Dashboard provides full access to referral-related data.
• Data Management: Employ filters in Power BI to organize data by submission dates, approval stages, and status for in-depth analysis and reporting.

Conclusion The enhanced Referral Workflow provides a clear process for managing referrals within PlanStreet. Following these steps ensures an efficient and smooth approval process. For further assistance or inquiries, please contact the Support Services.