VSys One: Volunteer Management Software

Approval Statuses (Application Workflow)

Application approval statuses are used to define workflow of an application and its associated volunteer through your acceptance process. You can define any number of approval statuses, and for each status,

• Where the status can change from there
• Automatic changes to the person's status
• Automatic changes to the application's "basic" status
• Required eligibility/intake checklists
• Prompts and comments
• Security rights needed to make a status change.

Application approval statuses are different from the "basic" status properties of applications. VSys "knows" what the built-in statuses mean, and so these can't be easily modified by you. Instead, the approval statuses are separate properties of applications and can follow your rules rather than those built into VSys. Your approval statuses can then in turn automatically update the application's basic statuses, or you can ignore the basic statuses altogether.

Define application approval statuses from within the applications setup tool by clicking on the Approval statuses link on the left side of the screen.

Example status 1

In this approval status,

• An application with this status can be changed only to "Initial checks done" or to a lower status
• Changing the application's approval status to this changes its basic status to "Pending"
• A prompt will be shown to the user when she changes the application's approval status.

Example status 2

In this example,

1. The application can only be changed to a lower approval status (lower numbered)
2. The application's basic status will be set to "Approved"
3. The volunteer's status will be changed to "Active"
4. It can only be changed if both of the eligibility/intake checklists are complete or the user has the appropriate security permissions to override that.

"Order" matters: generally you'll want to have lesser (not as complete) statuses have lower orders than more complete statuses.

In System preferences and feature enabling, on the Options panel, check the box If application "Approval statuses" defined, prevent editing the "Status" property of applications. Doing this will prevent users from changing an applications basic (built-in) status directly; the only way to change it will be by setting the application's approval status.