With the launch of the Conditional Reviewers Workflow options, users can now set up workflows on Staged Approvals that will be sent to different Reviewers. This can be based on the values filled out in the form like what value is chosen in a Select field, or based upon the user submitting the record.
This feature allows you to change the Reviewers of a request based on what the user adds to their Record. You can also change the number of Reviewers and the number of Stages required.
Setting up your Conditions
To set up a conditional approval, you can add conditions to either the Admin> Workflow settings or the Database Settings. Once you've set up your Approval Process as outlined here, you can add Condition Sets which will prompt the Reviewers to change based on the record inputs. You can also enter reviewers that can be specific to each Stage.
Condition Sets are groups of Conditions, with a maximum of 10 allowed in any workflow. The conditions themselves can be set on a range of values, and can depend on what Stage you're on, the fields within those stages or the user filling it out. Conditional logic like this means you can change the reviewer of the record based on a combination of conditions.
When selecting Reviewers for each condition, you can select users for each stage as usual. You can also choose the Reviewer to be linked directly to multiple user lookup fields, Selected Users or the Leader of the Requestor.
You can also change the number of Stages that will be required. This means that you can create an approval process that is more tailored to your needs. For example, one task may require 1 Stage of Reviewers as it is quite straightforward. Another task may require multiple Stages as it is complex. As long as there is a simple field that can detect the complexity of the task, ie an output or severity field, this can easily be setup.
You can remove all Stages except for the first, regardless of the amount of Stages added in the workflow.
You can see an example of how you can fill add a Condition Sets for a Staged Approval below.
To read more about Conditional Reviewers, click here.