This article explains how to enable and use the Submit and Approve simultaneous action in Assure. When the Allow Simultaneous Submit and Approve setting is enabled in System Settings, users who hold both submit and approve Role Permissions (a set of access rights defining what actions a user can perform within specified modules and Organisational Units) for a specific Record (a data entry created within an Assure module) can complete both the submission and approval steps in a single action. The combined action is accessed from the multifunction Save Record button dropdown within the record form. When used, only one set of notes can be entered (at the approval stage); the submission stage receives an automatic system note confirming the two steps were completed simultaneously. This feature applies across all Assure modules where the Approval Workflow (the configurable process by which records are reviewed, submitted, approved, rejected, or archived) is active.
Prerequisites
Before using this feature, confirm the following conditions are met:
- The Approval Workflow is enabled at the system level via Settings > System Configuration > System Settings.
- The Approval Workflow is enabled for the relevant module via Settings > System Configuration > Module Setup > [Module Name] > Approvals > Is Approval Used.
- The user holds both the Assign permission (which grants the ability to submit a record) and the Approve permission in their Role for the relevant module and Organisational Unit.
Enabling Allow Simultaneous Submit and Approve
An administrator must enable this option before users can access it.
Navigate to Settings > System Configuration > System Settings.
Locate the Allow Simultaneous Submit and Approve checkbox.
Tick the checkbox to enable the option.
Click Save.
Using Submit and Approve Simultaneously
Once the setting is enabled and the user has the required permissions, the Submit and Approve Record option becomes available within a record form.
Open the record you wish to submit and approve.
Navigate to the Save Record button at the bottom of the record form.
Click the upward arrow on the Save Record button to expand the multifunction dropdown menu.
Select Submit and Approve Record from the options displayed.
The system presents a notes field. Enter any relevant comments for the approval stage.
Click Submit and Approve Record.
The record moves directly to Approved status. The submit stage is recorded automatically with the default system note:
"This record was submitted and approved at the same time."
Important Notes
- Notes are limited to the approval stage. Because submission and approval happen in a single step, the user can only add notes to the approval stage. The submission stage note is populated automatically by the system.
- The option only appears when appropriate. The Submit and Approve Record option appears in the Save Record dropdown only when the feature is enabled in System Settings and the user holds both the submit and approve permissions for the record.
- This is a system-level setting. Enabling Allow Simultaneous Submit and Approve applies to all modules where the Approval Workflow is active. The option cannot be restricted to individual modules from within this setting.
AI Metadata
- Product Area: Assure (Core Platform, Approval Workflow, System Settings)
- User Role: End User (with submit and approve permissions); System Administrator (to enable the setting)
- Tags: Submit and Approve, Simultaneous Submit Approve, Approval Workflow, Record Status, Save Record Button, System Settings, Role Permissions, Approved Status, Assure
- Version/Region: All Assure versions; all regions
- Important Synonyms: Submit and Approve Record = Simultaneous Submit and Approve; Save Record Button = multifunction Save button; Approval Workflow = Approval Process; Record = Module Record; Submit = Submit for Approval
- Suggested Embedding Keywords: submit and approve simultaneously Assure, allow simultaneous submit and approve, single step approval Assure, submit approve record at same time, Save Record button Assure, approval workflow shortcut Assure, simultaneous submit approve setting, Assure approve without separate submission step
- Relevant Modules and Cross-Module Implications: This feature applies across all Assure modules where the Approval Workflow has been enabled (for example, Incident Record, Risk Assessment, Audit, Equipment Register). The Allow Simultaneous Submit and Approve setting is configured at the system level in System Settings and therefore affects all applicable modules simultaneously. Users must hold the correct Role Permissions for the specific module and Organisational Unit in order for the option to appear. This article sits within the core Assure Approval Workflow, which spans all modules that use the submission and approval lifecycle.