Organize new users and their access with approval forms

Introduction
Organize new users and their access with approval forms

Approval forms, approval lists or waiting lists are an easy way to organize your new users and trigger actions based on that classification.

If you need to give independent responses, access different sections or just change the status of each request, this feature is for you ;)

Customize statuses for your approval forms

With Arengu, you can add approval workflows to any signup form without coding!

Imagine that we want to check one-by-one the users who are going to access our content or platform. How could we manage this on the editor?

View of a simple approval form configuration, with Arengu.

Open the form editor, click on the Approvals tab, check Require approval of submissions and write the list of users statuses in that form. To add logics, create and link a flow to each one to trigger the actions that will automatically follow that change of status.

This feature perfectly fits, for example, in selection processes, where human interaction is needed to decide which users are going to overtake next steps: a personal interview, evaluating content, a curriculum or other attachments, or any type of subjective criteria.

Does it sound great to you? Let’s have a deeper look!

How to handle new submissions?

Once your signup form is created, we just need to click on the Approvals tab of the form and define the statuses, as we saw in the picture above.

First step! Go to Forms editor > Approvals tab to configure this option.

In a simple example like this, our statuses could be, for example:

  1. Pending. This default status will be associated with every new user, until the admin checks the submission and assigns it another one.
  2. Approved. This final status allows the user to access the content or the platform.
  3. Rejected. The other final status is just the opposite, so the access is denied.

They are totally open, so you can adapt them to your needs!

It’s important also to know that default status is automatically assigned to every new user, so you don't need to check it manually. In opposition, final statuses are manually applied and they can’t be changed after the assignment.

Second step! Define default and final statuses that you need.

Once the form is published and working properly, click on the Submissions tab to check new users and their statuses, as you can see in the picture.

Third one! Check requests and their current statuses on Submissions tab.

To change users' statuses, click on View details button to open the view where we can manually change them and add comments about each one, unless it has already assigned a final state - Approved or Rejected, in this case -.

Remember that final statuses can’t be changed!

And finally... Click on View details to change the status of a pending subsmission.

New submissions will appear on the top of the list, but it shows chronologically all of them, even those that have final states already assigned. By the way, you can check all of them here and also export submissions data.

Let’s have a look now at how to trigger personalized actions to each status!

Automate actions when user status changes

Flows are one of our editor's core concepts. Do you already know how they work?

Arengu is not a traditional form editor. We have decided to take it a few steps further and upgrade logics, allowing easy and quick integrations with common services: CMS, notification platforms, authentication systems, payment providers...

And we are still developing features! Keep your eyes on social media to be aware!

List of validation flows currently available in Arengu.

Approval forms' common integrations

Back to approval forms logics, let's see some examples of automatic responses to a change of status that are easy to configure with Arengu.

After a submission, we possibly would like to:

  1. Send them an automated welcome email.
  2. Receive a notification when we have new submissions to check.
  3. Generate a new log in our CRM’s database to approved users.

We can trigger these actions connecting an integration flow to each status. They will be executed every time a user gets that status associated! Most common forms and logics have already been saved in templates that you can easily reuse - or duplicate and edit!

List of predefined form templates on Arengu and blank form option.

Send automated welcome emails

Arengu allows you to easily automate emails, for example, to communicate new users that they request is pending from approval. This way, they could receive confirmation about the submission and indications about the process itself.

You can configure Mailjet and SendGrid integrations just copy-pasting 2 keys: API Key and Secret Key. That easy!

Example of an automated email flow with Mailjet.

You can also choose to send your own HTML-based message or a template from the provider, copying its ID from Mailjet or SendGrid.

To assign the flow to the form, publish it and go back to form edition. Open the Approvals tab and associate it with the status, as it is shown in the picture:

Go to Form edition > Approvals again to assign this flow to the status.

Once it is published, new users will receive the email automagically!

We recommend to test your flow before publishing it, to check if everything is working properly. If it is not, go to the Executions tab on the flow editor to see where the error is!

Test your flow's POST requests and responses before publishing it.

Receive real time notifications

Another common need is to receive notifications about new submissions. Slack and Telegram integrations are provided in Arengu to send your personalized notifications!

To connect Slack, you have to create an incoming webhook and copy-paste its URL in our editor. Arengu's editor provides fields and options to customize text and colors of the notification too.

How to automate Slack notifications just with the webhook URL. 

Telegram integration is easy to manage as well: copy-paste the chat ID where you want to receive the notifications and its token!

Automate Telegram notifications just with the Chat ID and its token.

Publish and assign your flow to the proper status to be automatically notified when there are new submissions to check!

And... this is important! To get two flows assigned to the same status, create both integrations in the same flow, like it is shown in the picture!

Add two integrations in the same flow and make them work together. 
Assign the double integration flow to the correspondent status!

Create a log in your CRM

Finally, we can create a log in CRM for every approved user. We are going to see here how to easily integrate HubSpot but, if you have coding skills, you will be able to connect it to any CRM with an API ;)

Configuring HubSpot integration with Arengu is so easy… just copy and paste the API key from this CRM account settings.

Example of HubSpot integration, just copy-pasting its API key.

To make it work, place the email variable and contact properties on their correspondent fields, publish and associate it to the proper status!

Sophisticate your responses!

There are many other actions and integrations easy to configure with Arengu, like:

  • Send an OTP by email or SMS to authenticate users.
  • Send a magic link to provide them a frictionless access.
  • Send different emails, guides or tutorials based on their needs or professional profile.
  • Manage access to different areas or sections in your website, a personalized workspace, adapted to their profile and objectives.
  • Give early access to contents, a product or special conditions, like some kind of coupon, or even if the user has already made a single paid or subscription.

Possibilities are practically unlimited, because you can create your own templates to configure your common user cases even quicker and easier!

Do you want to try it yourself? Request early access or schedule a demo with our team, and hope to see you soon!

Author

Andrea L. Lozano

Social Media & Content Specialist.

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