Approvals from email

What the approver sees

The workflow emails one approver a link. The link opens a confirm page. Opening the email link does not record a decision, so an email preview cannot approve. The approver continues to decide, then chooses Approve or Reject and can add an optional comment.

The approver can be you (the form owner), a fixed email address, or an address from a field such as manager email. They do not need a GRTforms account.

One-time link

Each request uses a signed, single-use link. After someone decides, the same link shows that it was already decided. If the deadline passes first, the page shows that the link expired.

Reminders and expiry

You can set a reminder (for example after 24 hours) and a deadline (for example after 3 days). The reminder email includes a new approval link. After a reminder is sent, use the link in the newest email; earlier links stop working. If nobody decides in time, the request expires and the workflow can follow an expire path if you added one.

What happens after a decision

Approve and Reject each have their own next steps, such as email the requester and set the entry status. An optional comment is stored on the run. Another workflow that starts when an approval is decided is not available yet.

What this is not

• Only one approver per step. Group or majority rules are not available yet.
• There is no Slack or Teams approve button.
• SMS and WhatsApp actions are not available yet.