Approval review
Approval reviews provide administrators with governance control over how flows are shared within your organization. When approval review is enabled, all users must submit their flows for review and approval before they can be shared with others. This helps prevent flow sprawl, ensures quality control, and maintains oversight of what flows are available to your users.
Think of approval reviews as a quality gate - it allows your organization to review flows before they become available to everyone, ensuring that only appropriate, well-designed flows are shared broadly.
How approvals work
Your organization's administrators decide whether to enable approval review. Once enabled, it applies to all flows submitted for sharing, requiring an approval before any other users see them in their library.
If your organization uses approval reviews
When approval reviews are enabled, you'll work with a three-stage approval cycle:
- 📝 Submitted
-
What it means: Your flow has been submitted for review and is waiting for approval
What you can do:
View the submitted flow (but cannot edit it)
Check the approval status
Add comments about what changes were made
Withdraw the request if needed
Wait for reviewer feedback
- ❌ Rejected
-
What it means: Your flow was reviewed but not approved for sharing
What you can do:
See the reason for rejection (if provided by the reviewer)
Make necessary changes to address feedback
Resubmit the updated flow for approval
View rejection comments from the reviewer
- ✅ Approved
-
What it means: Your flow has been approved and is now shared with your intended audience
What you can do:
See your flow available to users
View approval details and who approved it
Make new changes (which will require a new approval cycle)
Admin Pro and Author Pro view in the library
Administrators and Author Pro users have special access to manage the approval process:
Note
This review ability is not provided to users with promotional Enterprise access (Authors). Only users with full Admin Pro or Author Pro subscriptions can review and approve flows.
Review flows tab
Purpose: Central location to review all submitted flows
What you can see:
All flows submitted for approval
Flow details and what changes were made
Comments from flow creators about their changes
Approval history and status
Approval actions
Approve flows: Accept flows for sharing with intended audiences
Reject flows: Decline flows with optional feedback for improvement
Bulk actions: Approve or reject multiple flows at once
View details: See what specific changes were made or who is being added
Enabling and disabling approval review
Administrators have full control over when approval review is active in your organization.
Enabling approval review
When administrators enable approval review:
All future Flow sharing requires approval
Existing shared flows remain accessible
Users can still create and edit flows in draft mode
Only Admin Pro and Author Pro users can approve flows
Disabling approval review
When administrators disable approval review:
All pending approval requests are automatically rejected
Users can immediately share flows without approval
Previously approved flows remain shared
The approval process is bypassed for all future sharing
Configuration options
Administrators can configure approval review to require approval for:
Sharing with individuals
Sharing with groups
Sharing with everyone in the organization
Publishing changes to existing shared flows
Adding new users to existing flows
Working with approval reviews - step by step
Understanding the approval process helps you navigate it efficiently and get your flows approved quickly.
For flow creators
Submitting for approval
Complete your flow - Ensure it's fully built and tested
Add sharing details - Specify who should have access
Include change notes - Explain what you built or changed
Submit for review - Send to the approval queue
Monitor status - Check for updates and feedback
If your flow is rejected
Review feedback - Read the reviewer's comments carefully
Make necessary changes - Address the specific concerns raised
Test your updates - Ensure changes work as expected
Resubmit with notes - Explain how you addressed the feedback
Follow up if needed - Contact reviewers for clarification
For reviewers (Admin Pro and Author Pro users)
Reviewing submitted flows
Access the review tab - Find submitted flows in the library
Examine the flow - Test functionality and review design
Check sharing scope - Verify who will have access
Review change notes - Understand what the creator built or modified
Make a decision - Approve or reject with clear feedback
Best practices for reviewers
Be timely - Review submissions promptly to avoid delays
Be specific - Provide clear, actionable feedback for rejections
Be consistent - Apply the same standards across all reviews
Be collaborative - Work with creators to improve flows rather than just rejecting
Approval review states reference
Use this table to understand the approval review states and what actions are available:
| # | Flow State | Can Edit? | Visible to Users? | Available Actions |
|---|---|---|---|---|
| 1 | Draft | ✅ Yes | ❌ No | Submit for approval |
| 2 | Submitted | ❌ No | ❌ No | View status, withdraw request |
| 3 | Rejected | ✅ Yes (after changes) | ❌ No | Make changes, resubmit |
| 4 | Approved | ❌ No | ✅ Yes | Create new version for changes |
