How to Link a Justification Form to Your Approval Process

  • Updated

Integrating a Justification Form into your workflow, ensures that specific purchases or invoices receive the necessary oversight, based on the data provided. Because these forms often drive automated approval routing, precision in naming and setup is critical.

 

Step 1: Create Your Form

Before updating your workflow, you must have an active form.

 

Step 2: Understanding the Connection

Your approval process relies on two critical identifiers to trigger correctly:

  • Form Name: This acts as the "Trigger." It tells the system exactly which form to monitor during the checkout or invoicing process.
  • Form Fields: These act as the "Directors." They tell the system which specific piece of data within the form (e.g., a "Yes/No" selection or a specific dollar amount) should determine the next approval step.

IMPORTANT:

Exact Matches Required: The Form Name and Field Names in your approval process configuration must be an exact match (including spacing and capitalization), to the names used on the form itself.

 

Step 3: Implementation & Updates

Because these forms are often integrated into your community's custom approval logic. The Unimarket team typically manages the final connection.

  1. Initial Setup: Once your form is ready, reach out to the Unimarket Support Team. Request an update to your approval process to include the new justification step. Provide them with the exact Form Name and the Field(s) that should trigger the routing.
  2. Maintenance: Any subsequent changes to the Form Name or Field Names will break the connection to the approval process.
  3. Notification: If you rename a field or the form itself, you must notify Unimarket immediately. To update the backend approval process accordingly.

 

Best Practices

  • Keep it Concise: Use clear, short names for fields to ensure they are easily mapped in the workflow logic.
  • Use Drop-downs for Routing: For logic triggers, use "Radio Buttons" or "Drop-down" lists rather than free-text fields. This ensures users provide the exact values the workflow is programmed to recognize.
  • Test in Demo: Always test a new form-driven workflow in your Demo environment before moving it to Production.