How to use the lookup table?

Lookup tables are a feature where approval emails can be sent depending on a filtering criteria.

Say for example that we want to send emails to managers of different departments depending on the department selected during form-filling by the employee. This can be easily and simply achieved with the help of Lookup Tables.

1. Open your Google form and choose the parameter in which you plan to select emails (Make sure the parameter type is of either Text, Multiple-choice, Time, or Date only for the Lookup feature to work.)

Here the parameter is the department, so approval emails shall be sent depending on the department selected by the employee eg if Finance is chosen then the approval shall only be sent to the Finance department manager/managers.

2. Go to approval section on the add-on and Click 'Add Dynamic Email'

Step 2 screenshot

3. Select the parameter you plan to filter by ( here it is Department)

make sure that this is also the first column in the lookup table

4. Now click on Google Sheet.

5. Create a new sheet that contains the Data for Lookup and also your email flow.

Remember to add the filter parameter (department here) in column A, and the emails following that.

Step 4 screenshot

6. Click on the Lookup Table button

Step 5 screenshot

7. In the Lookup settings select your lookup sheet (here Organization schema) and select the column with emails where you want the approvals to go. (Here we select Manager 1 Column)

Step 6 screenshot

78 Click on Save and Close

Step 7 screenshot

9. You can then repeat this can create multiple levels of dynamic recipients so emails go to the other columns in your sheet.