Approval Step

Last Updated: October 25, 2026

An Approval step requires an assigned user to review a submitted form or document and approve or reject it.

Key Points

Review the following key points:

  • Use an Approval step to require a decision before the workflow continues.
  • The approver can review a form or a document, such as a document from a Document Event or an AI Agent.
  • Each Approval step creates two branches, one for approval and one for rejection. You must connect both branches to later steps.
  • You can let the approver send the form back to the submitter for changes.
  • You can customize the button text and require the approver to enter a comment.

How the Approval Step Works

When the workflow reaches an Approval step, the assignee receives a task to review the form or document. You use the Source dropdown to select what the approver reviews. If the dropdown is empty, add a Form, Intelligent Document Processing, or Agent step earlier in the workflow before you configure the Approval step.

The workflow follows the branch that matches the decision:

  • Approve: The workflow advances to the next connected step.
  • Reject: The workflow follows the rejection branch, such as to an End step that terminates the workflow.

When you turn on the Allow send back to submitter option, the approver can return the form to the submitter with a comment. The submitter updates the form and resubmits it without starting a new workflow.

The Allow send back to submitter option is not available for anonymous submissions.

Requirements

Review these Requirements before you start.

In addition to the general requirements, an Approval step requires the following:

  • A form or document from an earlier step or the trigger for the approver to review.

Next Steps

Refer to the following: