Form Approvals | Configure Approval Settings

Configuring Approval Settings


Under Approval Settings, you can choose to process integrations configured with your form only on successful approval of entries, configure email templates to trigger email notifications when the final approval status of an entry is approved/denied and re-assign approval admin to approve or deny the entries on behalf of the approvers.
You can configure the Approval Settings under the following sections:

General Settings for the approval process

Under General Settings, you can change the default button labels for Approve and Deny and push only the approved records from your form to the integrated services.


To do so,

  1. Navigate to Approvals > Approval Settings. 

  2. Under General Settings, you can change the default button labels as required.

  3. You can choose to push only the approved records to the integrated services by selecting Process integrations only on successful approval option under Workflow.

  4. Click Save.


Configuring the Final Approval Email template

The Final Approval Status is the status of the form entry after crossing all the levels of approval in the Approval Process. If the Final Approval Status of a record is Approved, you can trigger an email notification.

To configure the template for the email to be triggered on final approval,

  1. Navigate to Approvals > Approval Settings and click Final Approval Email.

  2. Specify the From and To email addresses, subject, and message of the email.
    You can select the email address of your org users as the From address by clicking Add Sender Email option in the dropdown.
    You can merge values from the form responses in the subject and the message using the Merge Tag.

  3. You can choose to send a PDF copy of the form entry and merged documents as attachments to the email.

  4. Click Save.

    Final Approval Email configuration


Configuring the Final Denial Email template

The Final Approval Status is the status of the form entry after crossing all the levels of approval in the Approval Process. If the Final Approval Status of a record is Denied, you can trigger an email notification.

To configure the template for the email to be triggered on final denial,

  1. Navigate to Approvals > Approval Settings and click Final Denial Email.

  2. Specify the From and To email addresses, subject, and message of the email. You can merge values from the form responses in the subject and the message using the Merge Tag.

  3. You can choose to send a PDF copy of the form entry and merged documents as attachments to the email.

  4. Click Save.

    Final Denial Email configuration


Changing the Approval Admin

By default, the Form Admin is the Approval Admin. The approval admin can approve or deny form entries on behalf of other approvers, skip approval levels, and monitor the entire approval process. If a field is assigned with Write permission under Field Permissions, then the Approval Admin will be able to edit its entries as well. 

To change the default Approval Admin of a form,

  1. Go to Approvals > Approval Settings > Approval Admin.

  2. The email address in Currently assigned to represents the current admin. Enter the preferred admin's email address in Reassign to.

  3. You can customize the email template to notify the new approval admin about the change.

  4. Click Assign.


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