How to Setup Team Approval Element in Jotform Workflows

The Team Approval element in Jotform Workflows lets you assign team members to approve forms or requests. You can set up rules for how approvals should happen, such as requiring one person or several people to approve before moving forward.

This feature helps you manage approvals easily by creating a clear process, making sure everything is reviewed and approved by the right people at the right time.

Adding the Team Approval Element

To add the Team Approval element

1. In Workflow Builder, click on Add Element to open the Workflow Elements panel.

2. Under the Basic tab, drag and drop or click the Team Approval element to add it to your workflow.

3. Now, click the Add Team to open its Properties. You’ll find two tabs in the Properties Panel of the Team Approval: General and Advanced.
   

Setting up the General Tab

In the General tab of the Team Approval element, you’ll find a few options allowing you to configure the approval process to fit your workflow needs. These settings let you define who approves submissions, how approvals are handled, and how notifications are sent. Whether you need to collect signatures, set approval rules, or customize email notifications, the options in this tab give you full control over how approvals are managed in your workflow.

Below is an overview of each feature available in the General Tab:

• Outcome — This is where you can add or remove outcomes based on the approval process.
• Select a team — Choose the team you want to assign as approvers for this workflow.
• Completion rule — Choose your completion rule, where you can require a response from the majority, from all, from one person, or a certain number of responses.
• Request signature — Enable this option to ask your team for a signature before they approve the request.
• Notification emails — Turn this on to notify your approvers via email when they have a request to review.
• Edit email — Click Edit Email to customize the subject and content of your notification email. You can also set the recipient email and upload and attach PDFs.
• Require login for approver — Enable this option if you want your approvers to have a Jotform account before they can approve.

Setting up the Advanced Tab

In the Advanced tab of the Team Approval element, you’ll find extra options to fine-tune your approval process. These features help you manage tasks that need more time, extra information, or follow-up actions. You can ask for more details, set reminders, or automatically escalate tasks if they’re not completed on time. These settings give you more control over how tasks are handled and ensure they are finished correctly and on schedule.

Here’s a quick overview of the options available in the Advanced Tab:

• Request more information — Allows your approvers to ask for more details about the submission before they approve or reject the request.
• Require comments — Prevent your approvers from task completion if the comments section is left empty.
• Escalation — Automatically escalate the task to someone else after a specified time period.
• Expiration — Enable this if you want to set a date for the task to expire.
• Automatically finish the task — Enable this if you want after the specified time period, automatically finish the task with the selected outcome.
• Send reminder emails — Enable this if you want to send periodic reminder emails to encourage people to complete their tasks.

Complete your workflow by adding more elements and connecting each other in the Workflow Builder. To learn more about connecting elements, visit How to Add and Connect Elements in Jotform Workflows.