Change Status of Sample Occurrence

The Sample Occurrence Status Change Approval Workflow workflow controls the approval requests for changes to the Status field in the General FastTab in the Sample Occurrence Card page.

Sample Occurrence Status Change Approval

The general process for approving a sample occurrence status change with an approval workflow is:

  1. Create the Sample Occurrence Status Change Approval Workflow workflow from the template.
  2. Choose specific statuses to require approval requests.
    1. On the first line of the workflow, choose (View filter details) in the On Condition field.
    2. In the Event Conditions page, select the status(es) in the Status field. A change from these statuses will prompt approval requests.
    3. Choose the OK button.
  3. Assign the approval user or group of users.
  4. Set the additional authentication if required.
  5. Enable the workflow.
  6. Open a sample occurrence.
  7. Change the Status field.
  8. If notifications are set up, the approval user(s) receives notification of the approval request.
  9. The Status changes to Pending Approval.
  10. The approval user opens the Sample Occurrence Card page or the Requests to Approve page (using Tell Me) and approves the request, with or without password depending on authentication requirements.
  11. The Status of the sample occurrence is changed to the selected status.

Cancel approval requests

A user can cancel an approval request by choosing the Cancel Approval Request action on the Request Approval menu.

Manage approval requests

A designated user can approve, reject, or delegate an approval request by choosing the action from the Approve menu. They can also add any necessary comments for the response to the request.

Designated users can also choose the Lightbulb that opens the Tell Me feature icon, enter Requests to Approve, and then choose the related link. In the Requests to Approve page, they will see their pending approval requests and can manage each request individually. They can choose Home > Open Record to view the sample occurrence requesting the change and could then complete the approval directly in the Sample Occurrence Card page.

View approval entries

The Approval Entries FactBox shows the status of an approval request as well as the number of unfinished approvals, the date and time the approval request was sent, and the details of the approval request.

To see complete information about the approvals, choose the Approval Entries action on the Request Approval menu.

Example – Change status of a sample occurrence using an approval workflow

In the following video, a workflow has been created from the Quality Assurance Sample Occurrence Status Change Approval Workflow workflow template. A status change filter for changes from Under Development or Certified is assigned as a condition, a workflow user group for quality assurance has been assigned, and the workflow requires additional authentication from any of the users to complete the status change.

An existing sample occurrence is opened and the Status is changed to Under Development. A message opens stating that the approval request has been sent. The Status changes to Pending Approval and no further changes can be made to the sample occurrence until the approval is complete.

The Approval Entries FactBox shows that an approval request is waiting (Open). The approval user opens the Requests to Approve page and then opens the Sample Occurrence directly to view the changes. The approval user then approves the request by choosing the Approve action on the Approve menu and enters their password because the additional authentication was enabled for the workflow.

The Status of the Sample Occurrence changes to Under Development. The approval entries show that the request has been approved.

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