Dynamic Approvers
Important
Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.
A dynamic approver is defined using a SQL query that selects the appropriate approver based on the ID Number of the user who originally submitted the document. Using dynamic approvers means the person approving the form can be different for each individual form submission depending on who submitted the form. For example, you can have a student's form submission sent to a specific advisor for approval.
Dynamic approver queries should only contain one column labeled 'HostID'.
Note
The tag "@@SubmitterHostID" is used to reference the user who originally submitted the document. If the user is a guest user, "@@SubmitterHostID" will return "0". If using this dynamic approver in a public form, your query should consider the scenario when the original submitter does not have a host ID. You may also use "@@Document ID" in this view as well to reference the unique identifier of the document. Data point values can also be used within this query to supply values entered during the original submission.
Navigate to the Workflow feature.
Click on a Workflow track.
From the Workflow toolbar, click the Tools drop-down and select Dynamic Approvers.
Click the green plus icon next to the Approver drop-down list to add a dynamic approver query.
Type the Name of the dynamic approver query.
Note
This will be the name you see when you select the query to add it to a Workflow stage.
From the Database drop-down, select the database that the query will pull from.
In the Approver Query field, type in the SQL query that will determine the dynamic approver.
Note
Each dynamic approver query can only have one column labeled 'HostID' and should only return one row.
Click Save Query.
Note
Dynamic approvers can be added to a stage of a Workflow track. You must first create your dynamic approver query before you add it to a stage.
From the Workflow feature, select the Workflow track.
Click on the stage for the Workflow track you would like to add the approver to.
On the Approvers tab, select the Dynamic option for the Approver Type.
From the Approver drop-down, select the dynamic approver query from the drop-down list.
Click Add.
Click Save changes.