Approval Form
Approval processes are integral to various business operations, from HR and finance to project management and procurement. However, traditional manual methods of tracking approvals can be slow, prone to errors, and inefficient. That's where Stackby's Approval Form Template comes into play.
This template allows organizations to automate and streamline their approval workflows. It offers a user-friendly, customizable solution that allows teams to collect, track, and manage approval requests in real-time. Whether you’re handling purchase orders, project approvals, leave requests, or contract sign-offs, this template can be adapted to meet your needs.
The Approval Form Template in Stackby integrates seamlessly with your workflow, reducing bottlenecks and improving team efficiency. In this article, we’ll dive into its features, benefits, and real-world use cases.
Why Use the Approval Form Template?
Approval workflows often involve multiple stages, from submission to review and final approval. Without a central system to manage the process, tracking approvals can become chaotic, leading to delays and mistakes.
With the Approval Form Template, you’ll experience:
Efficient Tracking: Track approvals in real-time to see which requests are pending, approved, or rejected.
Collaboration: Easily collaborate with your team by assigning tasks, collecting feedback, and leaving comments directly on each form.
Automation: Set automated notifications and reminders to reduce follow-up emails and prevent missed deadlines.
Customizable Fields: Tailor the template to fit your approval process, whether for internal forms, client contracts, or employee leave requests.
How the Approval Form Template Works in Stackby
The Approval Form Template is divided into several key tables that help you collect, track, and manage approval requests effectively. Let’s break down the functionality of each table:
1. Requests Table
The Requests Table is where you collect all the incoming approval requests. This table allows you to capture essential information about each request, including:
Request Title: A brief description or title for the approval request.
Requestor: Name of the person submitting the request.
Request Type: Type of request (e.g., leave request, purchase order, project approval).
Priority: Priority level (High, Medium, Low) to help prioritize the review process.
Status: Track the status of each request (Pending, Approved, Rejected, etc.).
Due Date: Set a deadline for approval.
Comments/Notes: Add any important details or discussion points regarding the request.
2. Approval Workflow Table
The Approval Workflow Table helps organize the steps involved in processing each request. You can break down the approval process into distinct stages, including review, feedback, and final decision. This table includes:
Workflow Steps: The various stages of approval (e.g., Initial Review, Management Approval, Final Approval).
Assignee: Assign team members to specific approval steps.
Due Date: Set deadlines for each stage to keep the process on track.
Status: Track the current status of each approval step (e.g., In Progress, Complete).
Approval Comments: Allow approvers to add comments or feedback at each stage.
3. Notifications & Reminders Table
To make sure nothing slips through the cracks, the Notifications & Reminders Table allows you to automate reminders for pending approvals. You can set up automated email alerts or in-app notifications to notify stakeholders when:
A new request is submitted.
A request is due for review.
An approval is pending for too long.
Automating these reminders ensures that nothing is delayed and approval workflows remain efficient.
4. History & Archive Table
Once a request is completed (whether approved or rejected), the request details are moved to the History & Archive Table. This allows you to maintain a record of all past approvals for future reference and audit purposes. Each archived entry includes:
Request Title and Status (Approved/Rejected)
Final Decision and Date
Approvers and Comments
Key Features & Benefits
Customizable Forms: Adapt the template to fit any type of approval request, from purchase orders to project proposals.
Real-Time Collaboration: Invite team members to collaborate, provide feedback, and track approval progress together.
Automated Notifications: Set up automated reminders for overdue requests, ensuring timely decisions.
Centralized Tracking: Keep all requests, feedback, and approvals in one easy-to-access location.
Advanced Reporting: Generate reports to track approval trends, identify bottlenecks, and optimize workflows.
Real-World Use Cases
The Approval Form Template can be used in various industries and scenarios:
HR & Employee Management: Handle employee leave requests, expense reimbursements, and performance review approvals.
Procurement & Finance: Manage purchase order approvals, budget allocation, and contract sign-offs.
Project Management: Track project proposal approvals, resource allocation, and timeline approvals.
Client Services: Use the template for client contract approvals, service agreements, and proposal sign-offs.
Getting Started with the Approval Form Template
Copy the Template: Get started by copying the Approval Form Template into your Stackby workspace.
Customize It: Tailor the template to your specific approval processes by modifying fields, stages, and notifications.
Assign Tasks: Assign team members to each approval stage and set deadlines to ensure the process runs smoothly.
Start Using It: Begin submitting and processing approval requests, track progress, and generate reports.
