This article explains how to use the Filter options (a saved set of criteria applied to a module record list/browse page to control which records are displayed) for Approval Stages (the stages a module record passes through during an approval workflow) in Evotix Assure. All stages from the Approval Manager are available across all modules, including Rejected, Assigned, and Auto Assigned. The article explains how to use the Is Active Task condition to isolate the current active stage from historical stages, and how to correctly apply the Set Due Date For Submission flag when filtering by Submission Due Date. This functionality applies across all Assure modules that use the approval workflow.
Overview
The filter field list for in-module Approval Stages includes fields such as Approval Manager. This is available across all modules and allows users to search Module Records (records within an Assure module) using multiple approval-related conditions.
This is particularly useful when identifying:
- Which user has been assigned to complete a record.
- Whether a record's submission is overdue.
Fig 1.1 illustrates the new Approval fields available in the filter builder.
Fig 1.1: Approval fields
Approval Stage Criteria
The selection of searchable Approval Stages includes the following new criteria:
- Not Started
- In Progress
- Submitted
- Approved
- Archived
- Rejected
- Assigned
- Auto Assigned
Searching with Multiple Criteria
This allows users to search module records using combinations of approval-related filter conditions.
A key concept when filtering on Approval Stages is the distinction between active and historic stages:
- A module record can have many historical Approval Records accumulated over time.
- However, a module record can only ever have one active Approval Stage at any given time. This is referred to as the Active Task.
- This extended functionality allows users to search module records using multiple criteria.
Using Is Active Task
The Is Active Task condition controls whether a filter returns records at their current approval stage or at any stage (past or present).
Show Only the Current Active Stage
To return only records where the approval workflow is currently at a specific stage, add the condition Is Active Task = Yes to the filter.
Show Only Historic Stages
To return records that have previously passed through a specific stage (but are no longer at that stage), set Is Active Task = No.
Show Current and Historic Stages Combined
To return all records that have ever been at a specific stage, regardless of whether the stage is current or historic, omit the Is Active Task condition entirely from the filter.
Example: To find all records where the Approval Stage was ever "Assigned" (current or historic), set the filter to Approval Stage = Assigned and omit the Is Active Task criterion.
Filtering by Submission Due Date
When filtering by Submission Due Date, the condition must be used in conjunction with the Set Due Date For Submission = Yes criterion.
Important: Submission Due Dates are only valid when the Set Due Date For Submission flag is set to Yes. A Submission Due Date filter will not return meaningful results unless this condition is also included in the filter.
Summary of Filter Combinations
| Goal | Is Active Task | Notes |
| Show only the current active approval stage | Is Active Task = Yes | Returns only records currently at that stage |
| Show only historic (past) approval stages | Is Active Task = No | Excludes records currently at that stage |
| Show all records ever at a stage (current and historic) | Omit Is Active Task | Returns all matching records regardless of whether stage is current |
| Filter by Submission Due Date | Set Due Date For Submission = Yes | Submission Due Date is only valid when this flag is also applied |
AI Metadata
- Product Area: Assure (Filters and Data Management, Approval Workflow)
- User Role: End User, Health and Safety Manager, System Administrator
- Tags: #Filters #ApprovalStages #IsActiveTask #ApprovalManager #SubmissionDueDate #ModuleRecords #Assure #FilterConditions
- Version/Region: All Assure versions, All regions
- Important synonyms: Approval Stage (approval workflow stage, record stage), Is Active Task (active approval stage, active task condition), Active Task (current approval stage), Historic Stage (past approval stage, historical approval record), Submission Due Date (submission deadline), Set Due Date For Submission (submission due date flag), Approval Manager (source of approval filter fields), Module Record (record, form record)
- Suggested embedding keywords: Assure approval filter, filter approval stages Assure, Is Active Task Assure, active task filter, filter by approval stage, submission due date filter, Approval Manager filter fields, historic approval stage filter, current approval stage, assigned approval filter, rejected approval filter, auto assigned filter, module record approval filter
- Relevant modules and cross-module implications: This article applies across all Assure modules that use the approval workflow, including Incident Record, Risk Assessment, Audit, Equipment Register, and any other module where Approval Stages are configured. The filter fields described are sourced from Approval Manager and are visible in the filter builder across all modules. The Is Active Task condition and Set Due Date For Submission flag apply universally wherever Approval Stage filtering is available.