Reviewing and Approving a Workflow Request

What's my access level?

Access Level: Student Org Admin or Org Admin

This article is intended for users with Student Org Admin or Org Admin access in Suitable. If you don’t have one of these roles, some of the steps outlined below may not be available in your account.

Ineligible Roles: Member, Leader, or Manager

Keep in mind... 

Reviewing requests in Suitable keeps every decision, comment, and answer in one place, so student organizations get a clear answer without long email threads.

Note: Being an Org Admin is not enough to approve a request. The Approve, Send back, Deny request, and Edit responses buttons appear only for members of the Admin Group assigned to that step. Your Client Success Team decides which Admin Group reviews each step. If you do not see these buttons, add yourself to the assigned group. Learn how in Managing Admin Groups.

How to find requests that need your review: 

1. Navigate to Requests on the left sidebar. A red count next to Requests shows how many requests need your action.
2. Stay on the My Requests tab. Requests assigned to your Admin Group appear here with the status Needs Your Action.
3. To see only these requests, select Filter, expand Status, select Needs Your Action, and select Apply Filters.

4. Check the Current Task column to see which step is waiting on you.
5. Select the request name to open the request.

Note: Some steps may be assigned to a role or title in the requesting organization, such as its Advisor or Treasurer. The people who hold that role or title see the request as Needs Your Action.

How to review a request: 

1. Read the header at the top of the request. It shows the Request #, Organization and Owner.
2. Look for a yellow banner. It appears when the organization is pending registration or inactive. If an organization is inactive or pending registration, the request can still go through. 
3. Review the Timeline. It lists each step of the workflow and the tasks inside it. Completed tasks show a green check, and the step you are reviewing shows an Open chip.
4. Check the count next to the approval task, such as 0 of 1. It shows how many approvals the step has received and how many it needs.
5. Scroll down to read the submitted answers. They are read-only and marked with a green corner.

6. Read the Comment History for any notes from the student or other reviewers.

How to approve, send back, or deny a request: 

1. Select one of the buttons at the top of the request:
   • Approve accepts the request and moves it to the next step on the Timeline.
   • Send back returns the request to the student so they can make changes.
   • Deny request closes the request with the status Denied.
2. The window "Add an optional comment with submission." opens. Enter a comment of up to 2,000 characters, or leave it blank. We highly recommend adding a comment if you are Sending Back a workflow or Denying it.
3. Select Save to confirm your decision. Nothing happens until you select Save. To back out, select Cancel.

4. If you sent the request back, the message "Request was sent back." appears. Select Return. The Timeline shows a Sent Back chip, and your comment appears in Comment History.

5. If you approved the request, it moves to the next step on the Timeline and no longer shows Needs Your Action for you.

Note: Some steps show a three-dot menu next to the approval task on the Timeline. It appears only on steps set up to allow skipping. Learn more in Bypassing a Step in a Workflow Request.

When you send a request back, the student sees the earlier form open again with their answers kept. Your comment shows in Comment History, and the student receives an email that their action is required.

How to edit responses before approving: 

1. Open the request and select Edit responses. The answers become editable fields.
2. Update the answers that need correction.

3. Select Save edits and approve to save your changes and approve the request.
4. To discard your changes, select Cancel Edits.

Remember: Use Edit responses for small fixes, such as a typo. For larger changes, send the request back so the student can update it.

How to leave a comment: 

1. Open the request and select Add comment under Comment History.
2. In the "Add your comment" window, enter your comment. Comments can be up to 2,000 characters.
3. Select Save. The message "Your comment was added." appears.
4. Select Return. Comments are listed newest first.
5. To change or remove your own comment, select the three-dot menu next to it.

Note: Comments are separate from your decision. Adding a comment does not approve, send back, or deny the request. Once a request is complete, Add comment no longer appears.

Good to know 

Org Admins can delete any comment on a request, which helps keep the conversation on topic.

Get more from Suitable 

See every request across your student organizations, not just the ones assigned to you. Learn how in Viewing All Requests within an Organization.

If you have additional questions, chat with us below or send us an email at support@suitable.co.