Configure Approvals Solution

This article goes over how to adjust the settings for your Approvals solution, add approvers, and manage approval webhooks. The Approvals solution allows you to create approval workflows for your forms. Workflows require form submissions to be reviewed by a specified approver before any approval events are triggered. 

Important Notes

• An approver must be added to the Approvals solution before they can be used in approval flows.
• Users added as approvers will only have access to the Approvals solution. To give them access to other areas of your instance, they will need to be added as Team Members. 

Instructions

1. Navigate to the Approvals tab
   
2. Configure settings on the Summary tab
   
   • Details: The title and tagline of your application that will be displayed when opening your app, as well as the link to open your Approvals Applet
   • Email Sending: This is the email address that will be used to send emails to your approvers
   • Advanced Styling: Customize the CSS code for your app
   • Color Theme: This allows you to customize the Primary and Accent colors for your application
   • Notifications: Enter the email addresses that should be sent notifications if any webhooks fail
   • Logo: Upload an image to use for the Approvals application
     Note: The image should be 512px in size.
   • Developer Keys: Assign Developer Keys to Approval Groups, giving them the same permissions that an approver would have.
3. Click Save to save any changes
   
4. Navigate to the Approvers tab
   
5. Select the + icon in the bottom right corner to add approvers
   
   Note: An approver must be added to this list before they can be used in your approval flows.
6. Fill out details for the new app user
   
   • Email Address: Enter the user's email address
   • Groups: Add the user to the applicable approval group(s) that will then be used when creating approval workflows on a form. Approval workflows are only set at the group level and will apply to all users within that group. 
   • Group Manager: Check if the user should be able to view and edit all approvals for their assigned groups on the Administration side of Approvals
   • Administrator: Check if the user should have full administrator access to all approvals
7. Click Save
   
   • Once added, your approvers will receive an email invitation with instructions on how to log in or create an account. 
     
8. To edit an existing approver's groups, select the pencil icon next to the user
   
   1. Adjust the groups as needed and click Save
      
   2. The updated groups will show as tags next to the user
      
      Note: Groups can then be assigned to Approval Workflows on a form.
9. (Optional) Approvers can also authenticate using a SAML provider such as Entra ID (formerly Active Directory) and Auth0.
   
   1. Once SAML is turned on you will need to configure your Groups. Please note that your existing groups will not carry over as SAML groups so these will need to be reconfigured if you have existing flows that are using the same group name.
      
   2. Add your groups and optional notification email addresses
      
   3. Once your Groups are configured you will need to follow the steps on the screen to configure your Entra ID (formerly Active Directory) or Auth0 integration. To ensure your users have access to the correct approvals you will need to map the configured group name to your SAML user claims.
      
10. Approvers who are part of a group that has been assigned to a workflow will receive an email letting them know when a new approval has been created. From this email, they can access the approval directly or access the list from the Approvals screen. 
    

Supporting Articles

• View & Manage Assigned Approvals
• Create an Email Approval Flow Template