Approval Process

The approval process ensures that every form created in FormBN is properly reviewed before it is published. Once a form is submitted, an email notification will be sent to the assigned approver. The approver will then log in to FormBN, review the form, and decide whether to approve or reject it.

• If approved, the form will be published and made available for use.

• If rejected, the form will be sent back to the Form Editor for revision before it can be resubmitted for approval.

The workflow diagram below illustrates the full approval process step by step.

How to Approve a Form

This section guides Tenant Admins through the process of reviewing and approving form publication requests in FormBN.
Follow these steps carefully to ensure all forms meet the required standards before being published.

Steps to Approve or Reject a Form

1. Access the Publishing Page
   On the top navigation bar, click “Publishing”.
   This will open the Publishing Approval Requests page, where all form requests awaiting approval are displayed.

2. View and Filter Approval Requests
   

   The Publishing Approval Requests page will display all form requests awaiting approval under your ministry or agency.

   Use the tabs at the top — All, Pending, Approved, and Rejected — to organize your view and easily identify which forms still require action, which have been approved, or which have been rejected.

   Regularly filtering and reviewing the list helps maintain a clean and organized workspace, allowing you to focus on pending requests that need your attention.

3. Preview the Form Before Taking Action
   

   Before approving or rejecting a request, you may review the form content to ensure its accuracy and completeness.

   Click the Preview (eye icon) located at the top right corner of the form request card to open and view the form. This allows you to check its fields, structure, and overall setup.

   Each form request card also displays important information such as:

   • Form Title

   • Requester’s Email Address

   • Reason for Submission

   Review these details carefully to confirm that the form meets your ministry or agency’s requirements before proceeding.

4. Approve or Reject the Request

• • Click Approve if the form is ready to be published.

• • Click Reject if the form requires changes before it can be published.
    A confirmation window (modal) will appear, prompting you to provide a reason for your action.

5. Provide a Reason for Your Decision
   In the confirmation modal, enter a clear and concise explanation in the Reason box, for example:

• • “Approved – all form fields verified.”

  • “Rejected – please ensure all required fields are marked as mandatory.”
    Then click Approve or Reject to confirm and finalize your decision.