Version: eXtendFiles 1.9 and above
Audience: Administrator

Overview

Using Customized Approval Fields, you can define optional (or mandatory) text, checkbox, and select fields on your eXtendFiles approval forms when the underlying approval template is configured to utilize them. These fields let you collect additional information from the user submitting an approval.

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This feature is similar to Customized Uploader Fields, which is available for public upload, inline upload, and line level upload within NetSuite. Customized Approval Fields applies the same idea to approval forms.

Configuration

  1. Go to eXtendTech → eXtendFiles → eXtendFiles Configuration.
  2. Open Collaboration Settings, then select Multi-Approval Setup.
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  3. Select the multi-approval record type you want to configure (for example, Sales Order).
  4. Click Open Detail View.
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  5. In the modal that opens, click Customize Approval Fields.
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  6. Add or edit the fields for the approval form, then submit your approval field changes.
  7. Submit your multi-approval setup changes to apply the configuration, and then click Save.

Field Configuration Options

Each customized approval field is configured as a row with the following options:

  • Label: The label shown on the approval form.
  • Field: The field on the eXtendFiles record where the submitted value will be stored.
  • Type: The field type. Select the type if it is not populated automatically. Supported types include text, checkbox, and select fields.
  • Source List: For select fields, specify the source list that provides the selectable values.
  • Required: Enable this option if the user must complete the field before submitting an approval.
  • Filter: For list/select fields, optionally restrict which list values are shown. For example, if a list contains Yes, No, and Maybe, you can filter the list to show only Yes and No.
  • Default Value: Optionally set a default value for the field.

You can add multiple required or optional fields in the same configuration.

Additional Information

For information on using approval forms, see Using Single-File and Multi-File Approvals in eXtendFiles Collaboration Edition.

Frequently Asked Questions (FAQs)

Q: What are Customized Approval Fields?
A: Customized Approval Fields let you add fields to your eXtendFiles approval form so you can collect additional information from the user submitting an approval. Supported field types include text, checkbox, and select fields. Fields can be required or optional.

Q: How is this different from Customized Uploader Fields?
A: The concept is the same, but Customized Uploader Fields apply to upload experiences (public upload, inline upload, and line level upload), while Customized Approval Fields apply to approval forms.

Q: How do I make a field required?
A: Enable the Required option for the field in the Customized Approval Fields configuration. When required, the user must complete the field before submitting an approval.


Q: Can I filter the values shown in a select field?
A: Yes. For list/select fields, you can filter the list values that are displayed on the approval form.

Q: Can I set a default value?
A: Yes. You can specify a default value for a field so it is pre-populated on the approval form.

Q: Can I add multiple approval fields?
A: Yes. You can add multiple required and optional fields in the same configuration. After you finish, submit the approval field changes, then submit your multi-approval setup changes.