Approvals

A form with Requires review switched on sends every submitted record to the review queue, where a manager approves it or returns it for edits. Until then the record is submitted; afterwards it is approved or rejected.

The review queue: a list of records waiting on a decision, each showing its form, who submitted it and when, its first few answers, a note box, and Approve and Return for edits buttons. — Submissions → Review queue. Waiting on me lists records you can decide; All pending lists everything.

Deciding

For each record:

Approve marks it approved and closes it to editing.
Return for edits sends it back to the submitter as rejected, with your note attached. A note is required when returning — say what needs changing.

The submitter is notified either way. A returned record can be edited and resubmitted, and comes back through the queue.

Who can approve

Managers, admins and owners. Somebody holding a record that has been assigned to them can edit it and send it back, but cannot approve it, however it was assigned. Approving is a decision, and decisions are recorded with who made them.

Multi-step workflows

A form can require more than one approval in sequence — a supervisor, then a manager. Set this up under the form’s Workflow page.

The Approval Workflow page for a form, where approval steps and who approves at each are configured. — Each step names who can approve it. A record moves to the next step on approval and is approved when the last step is.

Turning review on or off

In the form builder, with nothing selected, the right panel has Requires review. Off, a submitted record is complete on submission and skips the queue. Changing this affects records submitted from then on; records already in the queue stay there.

Every decision is recorded — who, when, which step, and the note — and shown in the record’s history. See Record history.