Working with Approvals

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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Prerequisites

Before you can review and act on approvals, make sure:

• A pending approval exists — a workflow must have reached an approval step and created an item in your queue.
• You have approver access — you can act on items routed to you, and admins can approve or reject any item in the org. The Pending tab shows items waiting for your action.
• The approval is an email type — for the recipient-specific flows (per-recipient preview, inline editing, and excluding recipients), the item must be an Email approval.

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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 with To, CC, and BCC broken out — the first 5 addresses in each list are shown by default. Click Show more to expand the full list and Show less to collapse it again
• Per-recipient preview — select an individual recipient to see the personalized version they will receive
• Inline editing — click the email content to edit the subject or body before approving
• 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

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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

You can edit pending approvals — both emails and custom approvals — before approving them. For email approvals:

1. Open the approval details
2. Click directly on the email content to edit the body. You can edit the subject line the same way
3. As you edit, an Unsaved changes panel summarizes your pending edits. You can undo any individual change, click Discard all to start over, or click Save to keep everything
4. Click Approve to send the edited content

For custom approvals:

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

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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 — if you’ve excluded anyone, the dropdown also shows how many recipients will be sent and how many are excluded
2. Preview their specific email version
3. By default, approval sends to all recipients — but you can exclude individual recipients before approving (see below)

Exclude Individual Recipients: You don’t have to send to everyone. To remove someone from the send:

1. Click a recipient’s chip (or select the recipient and click Exclude) — excluded recipients appear with a strikethrough
2. Click an excluded chip again to re-include that recipient
3. Exclusions show up in the Unsaved changes panel alongside any edits — click Save to confirm them
4. The approve button updates to Approve & send to , reflecting the number of recipients who will actually receive the email

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

• 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