Two Approval Models
Application approval in Civic Review follows one of two primary models, which are automatically determined by your form's configuration—specifically, whether Departmental Reviewers are assigned.
The two main roles in the approval process are the "Gatekeeper" who's responsible for pre-approvals and final approvals, and any Department Reviewers who give their department's approval.
Model 1: Simple, Single-Step Approval
This model is used when no departmental reviewers are assigned to the application type. The entire approval process rests with the Gatekeeper. The Gatekeeper will be notified about a new application submission and will have a single approval box to mark the application as Approved or Denied based on their review.
Outcome: Once the single approval is granted, the applicant is immediately notified. If final payment is due at this point, they are prompted to pay.
Model 2: Three-Stage Departmental Review
This more comprehensive model is used when departmental reviewers are assigned to the application type. The process is expanded into three distinct stages to make sure everyone get's a chance to review.
Stage 1: Pre-Reviews (The Gatekeeper's Initial Screening)
The Pre-Review serves as the prerequisite check before routing the application to specialized departments.
The Gatekeeper is notified of a new submission and performs an initial check for accuracy and completeness.
The Gatekeeper grants Pre-Approval to move the application forward.
Payment Integration: If your form requires payment after the Pre-Review, the applicant is prompted to pay before the application can proceed to Stage 2.
Stage 2: Departmental Reviews
Once Pre-Approval is given (and any necessary fees are paid) each user within the assigned reviewing departments the workflow moves into the Department Review stage.
An email notification is sent to all assigned departmental reviewers.
Reviewers log in, access the application, and complete their specific departmental review tasks.
The application remains in this stage until all assigned departmental reviews are complete and approved.
Stage 3: Final Review and Approval
After all departments have signed off, the application returns to the Gatekeeper for final authorization.
The Gatekeeper receives a final email notification that all departmental work is complete.
The Gatekeeper performs any necessary final checks and clicks the Final Approval button.
The applicant is immediately notified of the approval.
Payment: If your form is set for the applicant to pay after Final Approval, they will be prompted for payment to complete the process.