Example Settings to Autofill an Approver
By auto filling an assignee (approver, etc.), you can simplify record addition process and avoid typing errors.
Following sections show two examples of auto filling.
Example 1: Assigning Your Reporting Manager as an Assignee
In this example, you will assign a user's reporting manager in the Custom field of user profile so that the reporting manager will be automatically assigned as a next assignee of the user in the Process Management when the user takes an action.
- The sample image:
To configure the setting, you must have Users & System administrative permissions.
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Click the Settings icon (the gear-shaped icon) at the top of kintone, then click Users & System Administration.
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Click Departments & Users.
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Click Profile Settings.
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On the "Profile Settings" screen, click Add in the Custom Fields section.
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Enter a name for the field. In this example, name the field "Reporting Manager".
Select "User selection" for the field type.
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Click the Change user information icon to the left of the user to whom you want to assign a reporting manager.
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Specify a user in the custom field "Reporting Manager" at the bottom of the page.
The custom field can contain only one user. To allow multiple reporting managers, you need to add a custom field for each reporting manager.
Next, configure settings in kintone Process Management.
When you are setting Process Management, specify "Reporting Manager" item to the assignee. To make a request to multiple reporting managers, you must add multiple assignees to the Process Management settings.
Example 2: Setting an Approval Path
Depending on the department of the requestor or the contents of the request, multiple combination of approvers can be set. In such case, you can create an approval path in another app, and use lookup to get it.
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Create an approval path app, and add a path name and assignees ("Approver", "Related Departments", "Final Approver") to the relevant departments.
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On the form of the app for which you want to set up Process Management, add a "Lookup" field, as well as "User selection" fields and a "Department selection" field for assignees ("Approver", "Related Departments", and "Final Approver").
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Set the Lookup field to get an approval path name and an assignee (approver, department, decision maker) from the approval path app.
By including "Priority Department" for "Department" in the initial filter setting, you can get the approval path for your department immediately.
For details on the Lookup field, see the Lookup. -
Set the Process Management.
- Status
Before request, Requesting, Approved, Confirmed, Final decision made - Process list
Status Assignee Condition Action Next status Before applying Created by Apply Applying Applying Approver Approve Approved Approved Department Confirm Confirmed Confirmed Decision maker Make final decision Final decision made - Setting Process Management
- Status
By getting the approval path when a request is made, an appropriate assignee ("Approver", "Related Departments", or "Final Approver") for the department or the request is set, allowing the process management to proceed.