Example of Auto Fill of an Approver

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 Supervisor as an Assignee

In this example, you will assign a user's supervisor in the Custom field of user profile so that the supervisor will be automatically assigned as a next assignee of the user in the Process Management when the user takes an action.

  • Image of the completed app Image

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

  1. Open Kintone Users & System Administration from Settings menu.

  2. Click Departments & Users.

  3. Click "Profile Settings". Profile Settings

  4. On the "Profile Settings" page, under "Custom Fields", click "New". Add a custom field

  5. Enter a name for the field. In this example, name the field "Supervisor".
    Select "User selection" for the field type.
    Add a custom field

  6. Click the Edit icon of the user to whom you want to configure a supervisor to open a page to edit the user's information. Edit the user’s information

  7. Specify a user in the custom field "Supervisor" at the bottom of the page.
    The custom field can contain only one user. To allow multiple supervisors, you need to add a custom field for each supervisor.
    Specify a supervisor in the custom field

Next, configure settings in Kintone Process Management.
When you are setting Process Management, specify "Supervisor" item to the assignee. To make a request to multiple supervisors, you must add multiple assignees to the Process Management settings. Image

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. Multi-step approval

  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).
    App for setting Process Management
  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.
    Get the approval path name and the assignee For details on the Lookup field, see the "Lookup" page.
  4. Set the Process Management.
    • Status
      Before request, Requesting, Approved, Confirmed, Final decision made
    • Process list
      Status Assignee Conditions Action Next Status:
      Before request Created by Make request Requesting
      Requesting 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. Process Management using multi-step approval