[Part 1] Set up an Approval Workflow on Google Form

Learn how to set up an approval workflow on your Google Form with Form Publisher.

First, create a Google Form, your template and configure Form Publisher. Then follow the steps below.

1. Add approvers to your Google Form

Go to the ‘Sharing options & Notifications’ screen. There are two ways of adding approvers, depending on your use case:

1.1. The approver is not the same person as the form respondent

Simply add the email addresses of each approver under 'Sharing options & Notifications':

info We recommend to select 'Send a PDF' to prevent anybody from editing the generated file, and check 'Keep a copy of PDF in Drive'.

Tips: If you have inserted a dropdown item containing email addresses in your Google Form, you can also reuse the title as the approver marker (make sure to remove the form owner's email address from the list):

1.2. The approver is the same person as the form respondent

In that case, make sure that you do NOT select 'Collect email addresses' in your form settings:

Then manually add a new question title (or Short answer item) called 'Email address' in your Google Form, and reuse the <<Email address>> marker as approvers:

info If you want to know more about this step, we suggest you to read the following article: How form respondents can approve or reject their own submissions?

2. Enable the approval workflow in Form Publisher

Then make sure to activate the approval workflow option, and save it.

3. Check that the approval workflow is correctly activated

First, make a test by submitting a form. Then open your responses spreadsheet:

Finally, check that the ‘[Form Publisher] Validation’ column header has been correctly added to your Google Sheet:

You are now ready to use the approval workflow.

Once you have enabled the approval workflow on your Google Form, proceed to the next article: '[Part 2] Approve or reject a generated file and add an approval stamp'

Comments

3 comments

Orlando Sandoval September 24, 2019 15:02

Hi, in the approval workflow, i need to send PDF to other accounts once it had been approved. First, just the manager to receive an email with the Approve Reject option, then once approved the rest of the team receives an email with the PDF Attached.

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Eric January 12, 2020 15:39

sidebar pictures are not up to date in this example

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Richard PlaceHolder January 24, 2020 17:17

Hi Eric,

Thanks a lot for spotting this detail, it has been added to our roadmap.

Thanks again

Richard

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