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: Screenshot: An example of the screen that appears when you click the button for the "Apply" action on the "New Record" or "Edit Record" screen

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

  1. Open Users & System Administration from the Settings menu. Screenshot: On Portal, the "Settings" icon and the "Users & System Administration" option are outlined

  2. Click Departments & Users.
    Screenshot: "Departments & Users" in "Users & System Administration" is outlined

  3. Click Profile Settings. Screenshot: "Profile Settings" on the "Departments & Users" screen is outlined

  4. On the "Profile Settings" screen, click New in the Custom Fields section. Screenshot: On the "Permission to Edit Profile" screen, "New" is outlined under "Custom Fields"

  5. Enter a name for the field. In this example, name the field "Reporting Manager".
    Select "User selection" for the field type.
    Screenshot: An example of the "New Custom Field" screen

  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 outlined on the "Departments & Users" screen

  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.
    Screenshot: On the "Change User Information" screen, "Reporting Manager" is specified as the custom field name

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: The "Select users from departments or groups" icon is outlined under "Assignee List" on the "Process Management" screen Screenshot: "Others", "Reporting Manager" and "Add" are outlined on the "Select Users" 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. Illustration: Example of an approval path when there are multiple combinations of approvers

  1. Create an approval path app, and add a path name and assignees ("Approver", "Related Departments", "Final Approver") to the relevant departments.
    Screenshot: The "View" screen of an approval path app
  2. On the form of the app for which you want to set up Process Management, add a "Lookup" field, as well as "User selection" fields and a "Department selection" field for assignees ("Approver", "Related Departments", and "Final Approver").
    Screenshot: A "Department selection" field, "User selection" fields, and a "Lookup" field are placed on the form of an app for which Process Management is to be set up
  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.
    Screenshot: On the "Lookup Settings" screen, the "Datasource App", "Key Field", "Field Mappings", and "Initial filter setting" sections are outlined 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
      Screenshot: An example of the "1. Enable this Feature" and "2. Status Settings" settings on the "Process Management" screen Screenshot: An example of the "3. Process Flow Settings" settings on the "Process Management" screen

By getting the approval path when a request is made, an appropriate assignee ("Approver", "Related Departments", or "Final Approver") for the department or the request is set, allowing the process management to proceed. Screenshot: An example of how a record is displayed with Process Management set up