Flow Basic regression testing Data approval

To be able to test data approval make sure the feature flag is enabled on the dashboard. You need to have a few test user accounts available and surveys with collected data.

Creating a data approval group

1. Go to Data tab in dashboard and subtab Data approval
2. Create new approval group and name it "cancel test" and hit Cancel > you are brought back to the list of existing approval groups and the Cancel test approval group does NOT exist
3. Create next new approval group - Name: release version-ordered; type: ordered with 5 steps and save > you are brought back to the list and the new group is shown in the list in alphabetical order
4. Click on edit of the new group and check all settings are still the same, all 5 steps are shown and in the proper order; click cancel that will bring you back to the list
5. Create a new group - Name: release version-unordered; type: unordered with 3 steps and save. The 1st step you create should indicate that it is the 'default step'
6. Repeat the cross checking steps for the unordered group
7. Create a third new approval group - Name: to delete, type - ordered with 2 steps > save
8. In the list click on delete for the 'to delete' group > group is deleted and not in the list anymore
9. refresh Flow dashboard and cross check that the deleted group is still deleted, that the ordered and unordered groups have all settings still properly set

Adding an approval group to a survey and adding responsible users

To run this test you need to have a few test user accounts in place

1. Open a survey on the dashboard
2. Go to Survey basics > Advanced Settings - you should see two unchecked boxes, one for enabling monitoring and one for enabling data approval. Check the Save button is now enabled as well - is blue again and not grey
3. If monitoring in not enabled for the survey, enabled it.
4. Select Enable data approval > a dropdown with the list of existing approval groups show, with the new ones you have created
5. Select release version - ordered group and click on Show approval. All steps are shown in proper order, the type is indicated correctly as well
6. Click on the user icon for a step. You receive a list of users to select from (users who have view data permission for this survey)
7. Select one user for the 1st step > user is assigned to the step. (Make sure you assign test users you have access to to cross check if assignment logic works when executing the approval)
8. For the following step select 2 users (not the one who is responsible for step 1)
9. For steps 3-5 select a mixture of users.
10. Save changes for the survey
11. Refresh the dashboard, open the survey again and cross check all changes are saved properly
12. Open another survey and repeat the above steps but add the unordered data approval group
13. Open and 3rd survey and repeat steps 2 - 6. Add an ordered approval group. Do not assign users to this approval group

Approving data

Make sure you have collected data for the surveys you have data approval enabled.

For Ordered approval groups with no user limitation

1. Go to the Data tab and Monitoring subtab
2. Open the survey that has an approval group assigned to it, but NO responsible users and click to find data
3. Data points are shown in the list. In the new column Approval status all points have the 1st step and status 'pending'
4. Any user (your current user, all your test users) can change the points approval status
5. Click on the 1st points approval status > a window shows with all the possible steps. The 1st step shows the dropdown with the 3 statuses: Pending, Approved, Rejected; comment box; and Submit button
6. Change the status of this point to Approved, write a short comment and hit submit
7. For the 1st step you now see status Approved, with the timestamp, your user name and comment. The 2nd step is now open, status is Pending, you see the dropdown, comment box and submit button. Close the window
8. Open the 2nd data point and change the status to "Pending". The 1st step is still open, but a history log is shown with status pending, timestamp, user name, no comment as you did not add any.
9. Open 3rd data point and change status to "Rejected" and add a comment. The 1st step is not open and a history log is shown. You cannot make any changes on the 2nd step either
10. Open 4th data point and change status to "Approved" on the 1st step and also "Approved" on 2nd step. The 3rd step is now open and in "pending"
11. Open 5th data point and change status to "Approved" on the 1st step and "Rejected" on the 2nd step. A history log is shown on the 2nd step and any further edits are not possible anymore.
12. All 5 data points have now an updated Approval status.
13. Open another tab in Flow and then come back to the Monitoring tab and select the survey you were just working on. Load the data and check that the recent changes to the data approval status are visible and saved.

For ordered approval groups with user limitations

1.� Log in with the user account who is assigned to step 2. In Monitoring subtab of the Data tab select your survey that has an ordered approval group and responsible users per steps assigned to it.

1. The data points are shown on the list of points and for the Approval status they all have 1st step - pending

2. Open a data point, you cannot make any changes - you do not see the dropdown, comment box or submit for the 1st or any steps, not even step 2 that you are responsible for.

3. Log out of the dashboard and log in with the test user account who is responsible for step 1. Select the survey in the Monitoring tab again.

4. Open a data point, you should now be able to change the point status for step 1

5. For the 1st data point make the status approved and add a comment > the status change, timestamp and user name are logged down. The 2nd step is now in status 'pending' but there is no submit nor comment box for you open to change it.

6. For the 2nd data point change the status to 'pending'. Change is logged down, and the 1st step is still open while the 2nd step is still closed for editing

7. For the 3rd data point change the status to 'rejected'. Change is logged down and no more changes can be made for this data point.

8. Log out of the dashboard and log in with the test user who is responsible for the 2nd step of the approval group.

9. Select the survey in the Monitored tab and you should see the changed statuses for the 3 data points.

10. Open the point where the status is now in the 2nd step - pending. You cannot make any changes to the 1st step but only to the 2nd step. Approve the 2nd step. Now the status is in the 3rd step - pending, but you cannot edit it.

11. Open the point where the status is in the 1st step - pending. You cannot make changes to the step.

12. Open the point where the status is in the 1st step - rejected. You cannot make changes to the step.

For unordered approval groups with no user limitations

to be defined

For unordered approval groups with user limitations

to be defined

Exporting data with approval status

You will need to have a survey with a few data points. Data approval must be attached to the survey and the users must have already approved some of the points.

1. In reports select a survey that does NOT have an approval group attached to it and export the raw data sheet
2. Check in the sheet that there is NO column - data approval status
3. In reports select a survey that does have an approval group attached to it and some points are already approved in different steps > export the raw data sheet
4. Check in the sheet that there is a column - data approval status and the status is properly indicated per point
5. Clean up some data and change all the data approval statuses to 'approved' and via data cleaning import the sheet back
6. In Messages check that upload was successful
7. Check that data was cleaned and uplated properly
8. Make sure that the approval status did NOT change based on yoru data import