Add Recipients in Combine All Modes
Learn how to add recipients in Combine All Modes.
Similar to “Create approval workflow only” mode, you can add recipients to your workflow in Combine All Modes and set their approval role, plus, deciding which file type each recipient can receive.
To begin, make sure that your Configuration is in Recipients tab.
Step 1: Add static/dynamic recipient
First, scroll-down the add-on until you see “Add static email” button
Clicking on “Add static email” will create a static field above, allowing you to enter specific email address as recipient:
Clicking on “Add dynamic recipient” will create a dynamic field above, allowing you to select a Required question. This question must be the one you set which asks respondent to enter valid email address (like short-answer question), or, select an email address (like multiple-choice question).
Step 2: Add static/dynamic recipient's Roles & Received files
After adding recipient, you can decide each recipient’s:
- Approval Role: which determines whether this recipient can make approval decision (Can approve), or simply receive the notification email (Get notified only).
- Received File: which determines which file type a recipient can receive and what can they do with it, including 4 options:
- Receive PDF: meaning this recipient will receive a PDF file
- Can view document: meaning this recipient can read the generated Google Document only
- Can edit document: meaning this recipient can directly edit the generated Google Document
- Can comment document: meaning this recipient can comment on the generated Google Document
Step 3: Add Form Respondent and decide their Role & Received Files (optional)
In certain approval workflows, you may want to add form respondent to the workflow.
To do this, scroll-down the add-on to the bottom where you can see “Form Respondent” section.
Click on “Create Form Respondent” button and the add-on will automatically create a new question called “Respondent’s Email Address” & a new dynamic field under “Form Respondent” section.
*Note 1: You can also edit this auto-created question to something else (e.g. Employee Email); however, remember to Refresh the add-on, then reselect the question again for Form Respondent field.
*Note 2: If you create a new question this way and get back to Document & PDF tab, you may see a yellow error saying <<Respondent’s Email Address>> field does not appear on your file template. In case you don’t want to show respondent’s email on your generated file, you can just ignore this error.
*Note 3: If you already have a question asking respondents to enter their email address (e.g. Requestor Email in this example); you can just delete the auto-created question and reselect your own question for the Form Respondent field.
After adding correct question to your Form Respondent dynamic field, you can finally select which file type your respondent can receive (similar to your recipients), or receive none at all (by selecting None).
*Note 4: You can add Form Respondent to your approval workflow by adding a new dynamic recipient to your Recipient List. Select the question asking for your respondent’s email (e.g. Requestor Email) for both the new dynamic recipient field & this Form Respondent field.
Finally, click Save to save your configuration and enjoy generating & sending PDF/document and automating approval workflow at the same time!