Change approver utility

[ujjwala_678]

Hi developers,

We are looking to have change approver utility for one of our existing tables

 If the record is in awaiting approval state - 1. Either none of them have approved

                 2. Some of them have approved and some are pending 

 We need form link UI action on record  To show a UI page - With a drop down of all the approvers who are yet to approve ( Requested state) 

Let's say if anyone select a user  on the record update the approval record to the new user and update the flow variable ( Ask for approval running flow variable should be replaced with the sysid - ) 

Could anyone have any good thoughts for this?

We think this functionality is useful in those cases where approver has left the organisation and his approval is needed in such cases if we can change the approver to any of our existing user

All suggestions are welcome here,

Thank you 🙂

[Mark Manders · Accepted solution]

Why not make it more 'user friendly' and automate it? Create a flow that triggers when a user with open approval records is set to 'inactive'. Have this flow create an email to the manager of that person to fill a new field on the user form to set the 'approval replacement' and if not done within X days, the manager will be the approval replacement.

For each record waiting on approval you create a new approval record (don't update the existing ones, for auditing reasons!) and set the current one to 'no longer required' with reason 'user no longer employed'. To prevent any unwanted approvals, put a wait condition of a minute between the creation of the new approval and the change of the existing one. If you do it at the same time, you run the risk that the record gets approved when it's the last user to approve.

Creating the new approval record will also ensure that the notifications are in place. Just changing the approver does not trigger the notifications.