Overview
Dynamic forms can include a workflow with approval steps. When a form is submitted, it enters a review cycle where designated approvers can approve, reject, or reassign submissions. This article covers the full approval workflow.
Approving a Submission
Quick Steps
Navigate to the workflow/tasks page showing pending submissions
Click on a submission to review it
Submission details are displayed with all field values
Click the Approve action
Confirm the approval
The submission status changes to Approved. The approval is recorded in the submission history with the timestamp and approver name.
Rejecting a Submission
Open a pending submission for review
Click the Reject action
A rejection form opens with a reason text field
Enter a rejection reason and confirm
The submission status changes to Rejected with the reason recorded. The rejection event appears in the history with the reason, timestamp, and rejector name.
Important: Rejection reasons are included in PDF exports of the submission. Ensure reasons are clear and professional.
Adding Comments
Comments allow reviewers and submitters to communicate about a submission:
Open a form submission
Locate the Comments section
Enter a comment and submit
The comment appears with the user's name and timestamp
Comments persist after page reload and are part of the submission record.
Reassigning a Workflow Step
If a submission needs to be reviewed by a different person:
Open the submission's workflow details
The current step shows the assigned user
Click the Reassign action
Select a new assignee from the user list
Confirm the reassignment
The new assignee receives a notification about the reassignment. The workflow history logs the reassignment event with the from/to user and timestamp.
Workflow Status
Submissions move through defined status stages:
Submitted / Pending — initial state after submission
In Review — assigned to an approver
Approved — accepted by approver
Rejected — returned with a reason
Status transitions are recorded with timestamps and the user who performed the action.
Workflow Status in PDF Exports
When exporting a submission as PDF:
The PDF footer displays the current workflow status
The status change history is included with timestamps
Further Information
For submitting forms, see Submitting a Dynamic Form. For exporting submissions, see Exporting Form Submissions as PDF.