Example Settings to Autofill an Approver

Article Number:040569

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: Image

To configure the setting, you must have Kintone Users & System administrative permissions.

  1. Open Users & System Administration from the Settings menu. The menu option to open Users & System Administration

  2. Click Departments & Users.
    The "Departments & Users" menu option

  3. Click Profile Settings. Profile Settings

  4. On the "Profile Settings" screen, click New in the Custom Fields section. Custom Fields

  5. Enter a name for the field. In this example, name the field "Reporting Manager".
    Select "User selection" for the field type.
    Custom Fields

  6. Click the Change user information icon to the left of the user to whom you want to assign a reporting manager. Screenshot: The "Change user information" icon is highlighted

  7. 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.
    Adding a custom field for a 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. Screenshot: Selecting "Reporting Manager" Screenshot: User selection dialog

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. Approval workflow with multiple steps

  1. Create an approval path app, and add a path name and an assignee (approver, department, decision maker) to the app.
    Approval path app
  2. In the form of the app to set Process Management, add a lookup field, and then a user selection field and a department selection field for the assignee (approver, department, decision maker).
    Configuring a process management app
  3. 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.
    Getting an approval path name and assignee For details on the Lookup field, see the Lookup.
  4. 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
      Setting Process Management

By getting an approval path when making a request, an appropriate assignee (approver, department, decision maker) for the department or the request is set, thus enabling the Process Management. Approval process management with multiple steps