Jenzabar Campus Portal Features Help Hub

Dynamic Approvers

Important

Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.

A dynamic approver is defined using a SQL query that selects the appropriate approver based on the ID Number of the user who originally submitted the document. Using dynamic approvers means the person approving the form can be different for each individual form submission depending on who submitted the form (e.g., a student's form submission is sent to a specific advisor for approval).

Dynamic approver queries should only contain one column labeled 'HostID'.

Note

The @@SubmitterHostID tag references the user who originally submitted the form. For guest users, @@SubmitterHostID returns a "0" value. Dynamic approvers still receive send to approver emails for guest and portal-only users.

Tip

You can use the @@DocumentID tag in a query to reference a specific form and use data points to retrieve values that were entered in the original form submission. These values can also be used to assign dynamic approvers.

  1. Navigate to the Workflow feature.

  2. Click on a Workflow track.

  3. Click the Tools drop-down on the Workflow toolbar and select Dynamic Approvers.

  4. Click the green plus icon next to the Approver drop-down list to add a dynamic approver query.

  5. Type the Name of the dynamic approver query.

    Note

    This will be the name you see when you select the query to add it to a Workflow stage.

  6. Select a database from the Database drop-down.

  7. Enter the SQL query that will determine the dynamic approver in the Approver Query field.

    Note

    Each dynamic approver query can have only one column labeled 'HostID' and should return only one row.

  8. Click Save Query.

Note

Dynamic approvers can be added to stages of a Workflow track. You must create your dynamic approver query before adding it to a stage.

  1. Open the Workflow feature and select the appropriate Workflow track.

  2. Click on the stage for the Workflow track you would like to add the approver to.

  3. Go to the Approvers tab.

  4. Select the Dynamic option for the Approver Type.

  5. Select a dynamic approver query from the Approver drop-down list.

  6. Click Add.

  7. Click Save changes.