Who is this article for?

Full users who want guidance on the approval process when a form is created via a public link.

Full user type is required. Only approvers listed in the register workflow may approve or reject forms.

1. Who will receive notification to approve the request?

When a form is created from a public link, the approvers in the first stage of the workflow will receive a notification to approve the request to move the form into the next stage.

2. Who will be assigned as the Person Responsible for a public link form?

The approvers in the first stage of the register workflow will be assigned as the Person Responsible for public link forms.

3. What happens if there are no approvers set up in the first stage?

If there are no approvers set up in the first stage of the workflow, then the notification email will go to the Super user set up in your organisation's Assurance site. This will typically be Ideagen Policy Logic Admin.

4. What happens when the approver approves a public link form?

Once all the approvers approve the public link form, it moves into the next stage of the workflow.

5. What happens when the approver rejects a public link form?

When an approver rejects a public link form, they are required to give the reason for the rejection.

If the approver rejects a public link form, the Approval Status changes to 'Rejected' and it is automatically closed.

Please note
This automatic closure when a form is rejected in the first stage only happens once and only happens when a form is created via the Public Link.

If the form is approved and moved to the next stage(s) of the workflow, it will not be automatically closed if it is moved back and rejected in the first stage of the workflow.

6. How to find forms that have been rejected?

Rejected forms are retained in Assurance and can be found by searching via the filter Approval Status by selecting Rejected. If they are rejected in error, they can be re-opened and re-submitted for approval.