In many business processes, approvals aren’t always required. For example, you may only want an expense claim to go to a manager if the total exceeds $1,000. Team Forms makes this easy with Conditional Approvals.
This guide will walk you through setting up an approval that only appears when a specific condition—such as the total value of a claim—is met.
Step by Step Guide
Add the Approvals Component - Drag and drop an Approvals component to the bottom of your form. At this point, the approval step is always required and replaces the normal Submit button.
Open the Conditional Approval Settings - Because we only want this approval to appear when the amount is over $1,000, we need to make it conditional.
Select the Approvals component
Go to the Conditional Approval tab in the component settings
Add an Advanced Conditional Rule - Under Advanced Conditional, you can enter a simple JavaScript expression that tells the form when this approval should be shown.To display the approval only when the total value is greater than 1000, use a javascript expression like the exmple below:
show = data.totalValue > 1000This expression checks the form response and automatically shows or hides the approval step.
Configure Approvers and Notifications - Next, set up:
Who the approval request should be sent to
Any custom email notifications you’d like to send to approvers
That’s all there is to it.
What Happens Now?
If the expense claim is less than $1,000, the user will simply see a Submit button (no approval needed).
If the value is more than $1,000, an approval will automatically be triggered and an email will be sent to the configured approvers.
Conditional Approvals help ensure that approvals are requested only when necessary—keeping your processes efficient and your forms easy for users to complete.