---
title: "How to create an approval workflow"
slug: "how-to-create-an-approval-workflow"
updated: 2026-09-28T06:23:20Z
published: 2026-09-28T06:23:20Z
canonical: "help.quickbase.com/how-to-create-an-approval-workflow"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.quickbase.com/llms.txt
> Use this file to discover all available pages before exploring further.

# How to create an approval workflow

To streamline the review and approval process of forms, you can set up an **approval workflow**. This will automate the handoff process between form respondents and reviewers, making it easy to approve, deny, revise, or provide feedback for any submission.

For example, a technician could have a field service form automatically sent to a manager for review upon submission. The manager could then select:

- *Approved* to complete the task and archive the form.
- *Rejected* to send the form back to the worker for revision.
- *On Hold* to temporarily pause the process*.*

In this article, you'll learn how to create your own approval workflow with [custom form statuses](/fastfield/docs/form-status) by using [Global Workflow](/fastfield/docs/how-to-create-a-global-workflow).

[Embedded content](https://player.vimeo.com/video/880704847?h=5ec8b4ac3d)

## Step 1: Create user groups

As an option, you can create user groups for each team/department that will be involved in the approval process. For example, you could have a group for technicians and another group for managers. To do this:

1. Go to **Team** > **User Groups** in the Portal.
2. Select **+ New User Group**. Then, enter a name and description.
3. Save this group.
4. On the User Groups page, find your new group and select **Manage** > **Users** to assign users to this group.
5. Repeat these steps to create user groups for all users involved in the approval workflow.

## Step 2: Create custom form statuses

Next, you'll need to create form statuses, which will trigger workflow actions when selected. For example, you could create the statuses *In Review*, *Rejected*, and *Approved*, which could each perform a different automated action when selected.

1. Go to **Forms** > **Custom Form Status** in the Portal.
2. Select **+ New Status.**
3. Name this status (e.g., *Approved*). and configure the following options.
4. Optional: Assign it a color (e.g., red for *Rejected*).
5. Choose whether to apply this status to all user groups or specific user groups.
6. Choose whether to apply this status to all forms or specific forms.
7. Select **Add**.
8. Repeat these steps for each status you want to include in your approval workflow.

## Step 3: Create global workflow actions

Using Global Workflow, set up automated actions that occur when each form status is selected. For example, you could create an action that sends the form back to the submitter when a reviewer selects the *Rejected* status*.*

1. Go to **Workflow** > **Global Workflow** in the Portal and select **+ New Workflow**.
2. Name this workflow (e.g., *Inspection Form Approval Workflow*).
3. Under **When the following form** is submitted, select the form you will use for this approval workflow, or select **All** to apply it to all forms.
4. Under **Perform these actions**, select **Forward** as the action that will occur when a certain status is chosen. You may select other actions (e.g., Email Users), as well.
5. On the Forward menu, name your Forward action.
6. Under **Get the forward recipient from**, select **A user group** to forward it to a group that you've created (e.g., *Managers*) or **A user** to forward it to a single user.
7. Enter the message details and save.
8. Select **Add Conditions** and set the condition to *Status Equals.* Then, select the form status you want to trigger this forward action when selected on the form. Save the condition.
9. Select **+ New Action Step** and repeat this process for each stage of your approval workflow.