Approval process for profile changes

Save time as an administrator! With the approval process enabled, users can update their own information while you remain in control. Changes are only applied after approval by an administrator so that all data always remains correct and consistent.

TABLE OF CONTENTS

• 1. Activate approval process
• 2. How the approval process works
• 3. Optional: Let new users register themselves
• 4. FAQs

1. Activate approval process

Navigate to "Edit rights". Here you can define whether and to what extent attributes can be edited by the user. These changes affect all users in the selected unit. The following options are available:

Editable: The user can freely edit the information without having to obtain approval.

Non-editable: The user cannot edit this information.

Require approval: If the user makes a change, the admin receives a request for approval. If this is approved, the change is adopted.

2. How the approval process works

We will now show you a sample approval process to explain the procedure.

If a user wishes to change an entry for which approval is required, they can submit a request. This is done via the green “Request approval” button. As long as the change has not been approved, it will not be visible on the digital profile.

After the request, the user can see which approvals are currently being processed. This is indicated by the orange “Change requested” field at the relevant point.

The admin then receives a notification by email and in Lemontaps. A blue dot appears next to the “User profiles” section if there is a request. By clicking on “Approvals” you get an overview of all requested approvals. You can also see exactly how the user would like to change the information. In this case, the user would like to add a profile picture.

The following action require an approval process:

• A user wants to change profile information
• A user wants to add or delete profile information

Accept approval

At the top right, you can accept the changes with the green “Confirm” button. This will make them visible on the profile. 

Decline approval

If a change is rejected, the submitted change will not be visible in the profile. Optionally, you can give the user a reason why the change was rejected.

In both cases, the user receives an e-mail stating whether the change has been approved or rejected. The main admin also receives a notification.

Important: All admins can carry out releases, but only the main admin receives a notification. Unit admins can only view releases that take place in the unit in which they are the unit admin. 

3. Optional: Let new users register themselves

Do you want to save yourself the work of creating and inviting new users? With this optional step, new users can register independently. They automatically end up in the approval process and are assigned directly to the right team with the correct settings.

Preparation: Verify domain

As an administrator, you can verify your company's domain to prove that you are the owner of all user accounts with this domain. This allows new users to register independently and automatically enter the approval process. You can find the support article for Verifiying a domain here.  

You can select the domain under Organization - Login and Provisioning - Domain control and choose "Activate Change Request Process".

Enter the registration link lemontaps.com/registration/signup on the Internet or in the onboarding email.

How it works:

When a new user registers via the company domain, they are guided through the registration process. The user can enter their data freely when registering for the first time. The user is then added to your team and immediately receives the company design and the correct authorizations. The user can adjust all other attributes according to the settings.

All users that register themselves with the verified domain are shown here. For example, if a user registers with johndoe@yourdomain,com, the user is automatically added to the team if account claiming is active. If the domain is verified, new users who have registered with the company are automatically added to the approvals  The data entered can be checked and changed if necessary.

4. FAQs

What do the emails that are sent to the user and admin after approval look like? Can I change these?

The email that the admin receives looks like this:

The email that the user receives after accepting/rejecting a change looks like this:

Which e-mail you get depends on the set profile language.

These mails are fixed and cannot be changed.

Can I define additional admins who receive a notification when a change is made?

To add more admins, please write an email to support@lemontaps.com and we will add more admins for you.

Can I individualize the approval rights per unit?

Yes, different rights can be set for individual units. However, please note that the settings are no longer synchronized and are not automatically updated when a global change is made.