Approval Workflows
A workflow is a list of steps that run for every accepted entry: approvals with one-click links, emails, entry updates, webhooks, integration feeds and waits. Use it for leave requests, purchase approvals, content submissions and similar processes.
Create a workflow
- Open the form’s Settings › Workflow.
- Turn on Run a workflow.
- Under Steps, click Add step and choose a step type.
- Add more steps. They run in order, top to bottom.
- Click Save settings.
Every step can have a Step name (optional) and Run this step only if rules, so it runs only for some answers.
Step types
Approval
Emails one or more approvers with Approve and Reject links. The workflow waits until someone clicks one.
| Setting | What it does |
|---|---|
| Approvers | Emails or {field:id}. Empty = the site admin. |
| Subject / Message | The approval email. Smart tags work. Empty = all answers. |
| When rejected, email | Optional, e.g. {field:email} to tell the person who submitted. |
| Rejection message | The text of that email. |
| When rejected | Leave the entry, mark it read, mark it spam, or move it to trash. |
Send an email
An email to any address or {field:id}, with its own subject and message.
Update the entry
Change the entry’s status (mark read, unread, spam or trash), or Set a field to a value (tags work).
Webhook
Posts the entry to a URL.
Run an integration feed
Runs one of the form’s integration feeds at this point, for example add the person to your CRM only after approval. Add the feed in the Integrations tab first.
Wait
Pauses the workflow for a number of minutes, hours or days.
Example: purchase request
- Approval to
manager@company.com. When rejected, email{field:email}with Your request was not approved. - Approval to
finance@company.com, Run this step only if Amount is greater than 1000. - Send an email to
{field:email}: Your request was approved. - Run an integration feed: add a row to the Approved purchases Google Sheet.
Follow a workflow
The entry screen has a Workflow panel that shows the current step (At step 2: Finance approval) and the history. Approvers who are logged in can also Approve or Reject from there.