Approvals and send back
An Approval step pauses the run until a person decides, then continues on the branch for their decision. Approvals are a Pro feature.
Set up an approval
Section titled “Set up an approval”- Outcomes: each one is a branch on the canvas. New steps start with Approve and Deny; add more, like Request changes. The first outcome is the approval; any other counts as a rejection. Turn on Require comment for an outcome that needs an explanation.
- Approvers: who decides. With the built-in sender you pick from your team and your verified addresses; with your own email connection you can type any address. Up to 10 approvers.
- When there are multiple approvers: Any one approver decides (the first answer wins) or Everyone must approve (any other answer ends it at once).
- Message: the subject and text of the email. A link to review and respond is added automatically, unique to each approver.
What the approver sees
Section titled “What the approver sees”Each approver gets an email with their own link. It opens the response, the outcomes, and a comment field. One click on Submit response decides, and the workflow carries on down that outcome’s branch. The comment is in the run, and later steps can use it as Approval comment (see Answers in steps).
Reminders, backups and deadlines
Section titled “Reminders, backups and deadlines”Under Settings:
- Expires after (hours): up to 14 days. On expiry picks the branch to follow then, or fails the run.
- Remind every (hours): re-sends the request to approvers who haven’t answered.
- Escalate to backup after (hours): emails each approver’s backup, who can answer in their place.
An owner or admin can also decide for an absent approver: open the run and use Resolve manually. It’s recorded as an override, with an optional reason.
Send back for changes
Section titled “Send back for changes”A Send back for changes step emails the respondent a link to the form, filled in with their previous answers. Put it on an approval branch, like Request changes.
- Respondent email: one of the form’s Email questions. It only goes to the respondent.
- Subject and Message: the link is added automatically.
The link works for 30 days. When the respondent submits again, it’s saved as a revision of the same response (same number, next revision), and the workflows run again from the start, approval included. Google Sheets, Notion and Airtable steps can update the row, page or record they wrote the first time instead of adding a new one.
Emailing the respondent through the built-in sender is a Pro feature.
After a Form abandoned trigger, the same step is a reminder: the link reopens the answers someone left unfinished, and submitting from it is their first response, not a revision. See Recover unfinished responses.