Approve/Cancel Workflows Through Links

Approve/Cancel Workflows through Links #

One-click approval links #

One-click approval links and tokens allow approvers to approve or reject an entry directly from an email without having to open the Workflow detail page.

Links to the admin UI require authentication, whereas links to a page on the front-end with the inbox shortcode do not require authentication. See link below for further information about the shortcode.

Insert the {workflow_approve_link} and {workflow_reject_link} merge tags in the assignee email. The links will expire after 48 hours, but this can be adjusted using the  gravityflow_email_token_expiration_days filter.

Approval links are available only in the approval step assignee email. They’re not available in any other steps, any other emails or Gravity Forms notifications.

Add approval links either by typing the merge tag manually or selecting them from the merge tag list.

If you’re using the inbox shortcode, you’ll need to add the page_id attribute to the merge tag like this:

{workflow_approve_link:page_id=[ID]}

{workflow_reject_link:page_id=[ID]}

e.g. {workflow_reject_link:page_id=5}

You can find the page ID in the URL of the page when you’re editing the page. The page ID is the ‘post’ parameter in the URL.

You can construct your own links by using the URL equivalents:

{workflow_approve_url:page_id=[ID]}

{workflow_reject_url:page_id=[ID]}

Security #

One-click approval links that point to the admin UI require authentication. When an assignee clicks on the link they need to log in to the WordPress dashboard. If the assignee already has the authentication cookie on his or her computer then the password prompt will not appear.

However, one-click approval links that point to the front-end inbox shortcode do not require authentication, meaning the assignee will not be prompted to log in to approve or reject an entry. In this case, the the assignee receives a unique URL with a token which allow the assignee to perform the action encoded inside the token. Be aware that anybody who has access to the link can use it to perform the action, so the assignees should be aware of the implications of sharing/forwarding the links.

One-click cancel links #

The one-click cancel merge tags allow assignees to cancel the workflow for the entry by clicking on a link in an email. They can be added to any of the workflow messages. The inbox shortcode must be on a page.

{workflow_cancel_link}

You’ll need to set the default inbox page in the settings or add the page_id attribute to the merge tag like this:

{workflow_cancel_link:page_id=[ID]} e.g. {workflow_cancel_link:page_id=5}

You can find the page ID in the URL of the page when you’re editing the WordPress page. The page_id is the ‘post_id’ parameter in the URL.

You can construct your own links by using the URL equivalents:

{workflow_cancel_url:page_id=[ID]}

Adjust the text in the link using the text attribute:

{workflow_cancel_url:page_id=[ID] text=”Unsubscribe”}