When a Public or Create Link form is submitted, approver/s in the first stage of the Folio Template workflow receive approval request emails.
If there are no approvers set up in the first stage of the template, then the confirmation email will go to one of the Folio Administrators in your organisation's instance.
When the approvers approve the Folio record, it moves to the next stage in the workflow.
When an approver rejects the record, they are required to give the reason for the rejection.
If the approvers reject the record, its Approval Status changes to 'Rejected' and it is automatically closed. This automatic closure of a folio record only happens when a record is rejected in the first stage and is created through a template with an active Public or/and Create Link.
Please note: If the folio record is advanced to subsequent stages and subsequently returned to the first stage for closure, it will not close automatically. Instead, it must undergo the closure approval process established for it.
Rejected records are retained in Folio and can be found by searching via the filter "Approval Status" by selecting "Rejected". If they are rejected in error, they can be re-opened and re-submitted for approval.