Overview
The Approval Flow feature allows teams to control which records and edits are published in a project. When enabled, certain users must request approval before their submissions or edits go live. This is ideal for teams working with external agencies or requiring additional quality control.
How to Enable Approval Flow
- Go to your Project Settings.
- Toggle Approval Flow to ON.
- Assign approval roles to each user:
- Default: Can submit and edit records without approval.
- Can approve: Can approve others’ submissions and submit their own without approval.
- Needs approval: Must request approval before publishing submissions or edits.
Tip: You can assign roles when inviting new users or by editing existing users in the project.
Submitting a Record
If your role is “Needs approval,” follow these steps:
- Create your record as a draft.
- Click Request approval instead of “Submit.”
- (Optional) Add a comment for the approver and choose to receive a confirmation email.
- Your submission moves to Pending.
- Approvers are notified and can review, edit, approve, or reject your submission.
- You’ll receive an email when your submission is approved or rejected.
- If approved, you must publish the record yourself. If rejected, you can edit and request approval again.
Note: Users with “Default” or “Can approve” roles can submit and publish records directly.
Editing Records
- Start editing a record.
- Save your changes as a draft.
- If approval is required, click Request approval.
- Approvers will review and approve or reject your changes.
- Once approved, you can publish the changes.
Tip: Publishing an edit will overwrite all fields in the record with your changes.
Approving and Rejecting Submissions
If you are a manager or admin and need to approve records before they are published, the steps below are how you will approve or reject records submitted.
- You’ll receive an email when someone requests approval.
- Open the submission via the email link or the Drafts/Edits page.
- Review the submission and any comments.
- (Optional) Make edits if needed.
- Click Approve to allow publishing or Reject with a comment explaining why.
Note: Approvers can only edit submissions while they are in the “Pending” state.
Submission States Explained
| State | Description |
|---|---|
| Draft | Editable by author and collaborators. |
| Pending | Editable only by approvers. |
| Approved | Locked for editing. Author/collaborators must publish. |
| Rejected | Locked for editing. Must be reverted to draft to edit again. |
Comments & Notifications
Comments can be added at any stage to communicate with approvers or collaborators. The system automatically adds comments to track transitions (e.g., approval requested, approved, rejected). Email notifications are sent for approval requests, approvals, and rejections.
Version History
Every record maintains a full history of submissions and edits. You can view:
- Which version is live.
- Draft versions (if you have access).
- Comments and authorship details
Disabling Approval Flow
Turning off Approval Flow will:
- Revert all pending/approved/rejected submissions to Draft.
- Reset all users’ approval roles to Default.