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When workflows reach approval steps, you’ll find pending items in your Approvals queue. This guide covers how to review and act on them.

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View Your Pending Approvals

  1. Navigate to Approvals from the main menu
  2. The Pending tab shows all items waiting for your action
  3. Each row displays:
    • Type: Email, Custom, or Survey
    • Subject: Brief description of the approval
    • Recipients: Who the action affects (for emails)
    • Flow Name: Which workflow created the approval
    • Pending Since: How long it’s been waiting
    • Approver: Who should approve

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Review an Approval

Click any row to open the details panel: For Email Approvals:
  • Full email subject line
  • Complete email preview with formatting
  • Recipient list (select individual recipients to preview personalized versions)
  • Workflow information (flow name, trigger entity)
For Custom Approvals:
  • Title and description
  • Data content (text, JSON, or table format)
  • Edit capability for pending items

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Approve an Item

Single Approval:
  1. Click the approval row to open details
  2. Review the content thoroughly
  3. Click Approve
  4. The workflow continues execution
Bulk Approval:
  1. Check the boxes next to multiple items
  2. Click Approve in the action bar
  3. Review the confirmation showing all selected items
  4. Click Confirm
Approved emails are sent immediately. Review carefully before approving.

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Reject an Item

Single Rejection:
  1. Click the approval row to open details
  2. Review the content
  3. Click Reject
  4. The workflow stops and no action is taken
Bulk Rejection:
  1. Check the boxes next to multiple items
  2. Click Reject in the action bar
  3. Confirm the rejection

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Edit Before Approving

For custom approvals (not emails), you can edit the content before approving:
  1. Open the approval details
  2. Modify the text, JSON, or table data
  3. Click Save to preserve your changes
  4. Click Approve to proceed with the edited content
Editing is only available for pending approvals. Once approved or rejected, content cannot be modified.

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View Approval History

  1. Go to the History tab in Approvals
  2. Filter by status:
    • All: All past approvals
    • Approved: Only approved items
    • Rejected: Only rejected items
  3. History shows:
    • What was approved/rejected
    • Who took the action
    • When the action was taken

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Email Approval Details

When reviewing email approvals: Multiple Recipients: If an email has multiple recipients with personalized content:
  1. Use the recipient dropdown to select a recipient
  2. Preview their specific email version
  3. Approval sends to all recipients
Template Preview:
  • See the full HTML email as recipients will receive it
  • Personalization tokens are resolved in the preview
  • If a specific recipient’s template fails, a fallback version is shown

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Best Practices

Review promptly - Pending approvals can delay time-sensitive workflows.
  • Check email content for accuracy before approving
  • Verify recipient lists are correct
  • Use bulk actions for similar items to save time
  • Review the flow name to understand context
  • Check the “Pending Since” time to prioritize older items