End approval is used with the Approval activity in document routing. It allows you to see the final decision on the document right away, without having to wait for the entire process to be completed.
When the process reaches the Approval task, the approver has to either approve or reject the document. Place the End approval next, and QuickBPM will automatically end the approval and display the final decision. To change this decision you will have to send the document for approval once again.
Usually, the decision appears on the document's page only when the process is completed. Until that moment, the document's approval sheet features the "Pending approval" status. If you are using the End approval activity though, the decision will appear on the document's page immediately.
"End approval" settings
Please note that End approval can only be used in those processes that already include the Approval activity.
Drag the End approval activity from the menu to the process diagram and double-click on its shape to open the settings.
All the settings are gathered on the General tab.
- Name* – name shown on the process diagram.
- Approval object* – specify the context variable referring to a file or app.
Decision* – the selected value will be displayed on the document's page as the final decision once the process flow reaches the End approval activity.
"End approval" in a process
Take a look at this diagram of the contract approval process. It demonstrates how End approval can be used in a business process. The lawyer, Finance Specialist, and CEO review the contract one after another. When the CEO approves the contract, the process flow goes to the End approval activity and the "Approved" decision appears on the contract's page.
Since the final step of this process is signing the contract, it is important to know beforehand if the document was approved or rejected. Without the End approval activity, this decision will appear on the contract's page only after the final task of the process is completed. Note that in our process, the contract remains in the "Pending approval" status all the time until it is finally approved, even if one of the approvers rejects it and sends back to the initiator to make certain corrections.
Consider a different example. Place End approval before the Edit the contract task. In this case, if an approver rejects the contract and sends it back to the initiator to make corrections, the "Rejected" decision will appear to the contract's page. When the initiator corrects the contract and sends it for approval once again, the approval sheet with the "Rejected" decision will be archived. A new approval sheet will be created, and the contract will be marked as "Pending approval".
Below you can see how differently approval sheets look with and without the End approval activity when the document is sent back to the initiator for correction.
This first approval sheet is from a process where End approval is not used, therefore, the "Pending approval" status is shown. The final status will be displayed only after the process is completed.
The following approval sheet is from a process with the End approval activity configured. You can immediately see the decision in the approval sheet.