Configuring "Remember Response" (Apply Previous) in Approvals

Streamline multi-step approval processes where the same user might need to approve multiple times by automatically applying their previous decision. This guide explains how to configure the "Remember Response" (apply_previous) setting in Zudello Sentences.

Best practices

• Use this feature when a user's approval is needed at different stages (e.g., initial departmental approval and final finance approval) and their decision is unlikely to change.
• Avoid using this if the context or data relevant to the approval might change significantly between steps, requiring a fresh review.
• Clearly name approval steps so users understand why their previous response might be automatically applied.

Understanding "Remember Response"

The "Remember Response" (apply_previous) setting is configured at the Approval Step level within a Sentence action.

When apply_previous is set to TRUE for a specific approval step:

1. Zudello checks if the assigned approver (User or members of a User Group) has already provided a response (APPROVED or REJECTED) in any previous step within the same approval flow for that specific document.
2. If a previous response is found, Zudello automatically applies that same response (APPROVED or REJECTED) to the current step for that user.
3. The user does not receive a notification for this step, and the step is immediately marked with the applied response.

If apply_previous is set to FALSE (Default), the user must manually provide a response for the current step, even if they have approved or rejected previously in the same flow.

This feature helps reduce redundant approval tasks for users involved in multiple stages of a workflow.

Configuring in Sentences

The "Remember Response" setting is configured within each "Get Approval" action in your Sentence.

1. Navigate to Automations: Go to Settings > Automations.
2. Create or Edit Sentence: Start a new Sentence or edit an existing one containing "Get Approval" actions.
3. Locate "Get Approval" Action: Find the specific "Get Approval" action representing the step where you want to enable this feature.
4. Configure Setting:
   • Find the Apply Previous toggle (or similar setting, representing apply_previous).
   • Turn ON the toggle to enable "Remember Response" for this step.
   • Leave OFF (or turn off) the toggle to require manual approval for this step (default).
   • 
     • Note: The exact UI element might vary slightly.
5. Repeat: Configure this setting for any other relevant approval steps in your Sentence.
6. Save Sentence.

User Experience

• If apply_previous is TRUE and a user has previously approved/rejected in the flow, they will not receive a notification for this step. When viewing the document's approval flow, they will see their previous response automatically applied to this step.
• If apply_previous is FALSE, the user will receive a notification (if configured) and must manually approve or reject the step as usual.

Need help?

Contact your organisation administrator or Zudello support for assistance with configuring the "Remember Response" feature in your approval Sentences.