Overview
When multiple members collaborate on a project, they may need to fill in the same fields, and the number of approvers may vary.
In a Countersign Workflow, approvers need to use system approval comments, and entries in shared form fields may overwrite each other, making it difficult to export or review the data later.
A Parallel Workflow requires separate fields and a predefined number of nodes, making it unsuitable when the number of approvers is not fixed.
This example shows how to collect and display approval comments from multiple approvers in one place.
Application Scenario
This solution is suitable for workflows with a variable number of approvers where all approval comments need to be collected and reviewed together.
Design Ideas
Use a Parent Workflow and a Child Workflow to achieve this:
Add a Members field to the Parent Workflow form to select multiple approvers.
Use the Child Workflow to create a separate approval record for each selected approver.
In the Parent Workflow, use Select Data to retrieve all approval records from the Child Workflow and display them together in a Subform.Expected Result
Expected Result
At the final Approval Node, the approver can use the Select Data field to select all records from the Child Workflow and display them together in a Subform, as shown below.
How to Set It Up
Step 1 Designing Workflow Forms
Create two workflow forms:
Project Request: The Parent Workflow form.
Project Review – Child Workflow: The Child Workflow form.
1) Project Review – Child Workflow
Add the following fields:
Field Name | Field Type | Description |
Project Number | Single Line | Filled with data from the Parent Workflow. |
Project Name | Single Line | - |
Project Amount | Number | - |
Approver | Member | - |
Approval Comment | Multi Line | Allows each approver to enter their comments. |
2) Project Request Form
Configure the master form fields and Subform fields.
Master Form Fields
Field Name | Field Type | Description |
Project Number | Single Line | Automatically generated using a formula: |
Project Name | Single Line | Enter the project name. |
Project Amount | Number | Enter the project amount. |
Approvers | Members | Select approvers. Each selected member initiates a separate Child Workflow. |
Approved | Radio | Records the final approval decision. |
Subform Fields
Field Name | Field Type | Description |
Project Number | Select Data | Selects records from the Child Workflow. |
Name | Member | Displays the approver from the selected record. |
Approval Comment | Multi Line | Displays the approval comments from the selected record. |
3) Configuring Select Data
In the Project Request form, select the Project Number field in the Subform and configure Select Data as follows:
Setting Item | Configuration |
Data Source | Project Review – Child Workflow |
Fields Displayed When Selecting | Project Number |
Show Record Title | Untick |
Display Fields in Current Form | Project Number |
Filter Data | Project Number equals Project Number in the current form. |
Data Filling | Fill the selected Child Workflow data into the corresponding Subform fields.  |
Step 2 Configuring Workflows
After designing the forms, configure the Parent Workflow and Child Workflow.
1) Configuring the Parent Workflow
Open the Project Request form and create a workflow with four nodes:
Start Node
Child Workflow Node
Approval Collection Node
End Node
Configure the Child Workflow Node
Setting Item | Configuration |
Child Workflow Form | Project Review – Child Workflow |
Child Workflow Initiator | Select Approvers (Members field). |
Data Transfer | Configure Parent Workflow → Child Workflow. |
2) Configuring the Child Workflow
Configuring the workflow for a subflow form is straightforward. Simply set the approver of the approval node to Workflow Initiator and configure the field permissions, as shown below:
3) Demonstration
1.Submit a record that requires approval from multiple approvers, as shown below:
2.The selected approvers will receive pending tasks and complete their approvals individually, as shown below:
At the final approval node, you can use the Select Data field to retrieve all records from the subflows and display them together in a subform, as shown below:
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