Approval Records
Approval records list the related-form records that entered an approval process, together with the node that is currently waiting, the current approver, and the decisions the current member can submit.
Open Approvals, then select Approval Records.
Before You Use The List
- The list shows the approval instances of the current space. Whether you can decide on a record depends on whether you are the current approver of its pending task
- Row selection and the Approve and Withdraw actions are enabled only while the task is pending
Handle A Pending Approval
- Narrow the list with the filters: form, approval process, task status, initiator, current approver, and started time. Use the keyword search to find a record, a node, or a form field
- Read the row to find where the instance is waiting: current node, current approver, task status, and instance status
- Choose Approve on the row and pick the decision:
- Approve continues the process along the approved route
- Reject finishes the instance with the rejected result
- Return sends the instance back; select the return target
- Fill the comment when the process requires one, then submit. The decision is written to the approval instance
- To decide on several records, select the pending rows and use Batch approve or Batch withdraw. The result reports how many rows succeeded, failed, or were skipped
- Use View to open the business record, and Modify columns to show or hide columns; the column settings are saved per form for the current member
Cancel An Approval
- Find the running instance that should be withdrawn. Only its initiator can withdraw it, and only while the process allows withdrawal
- Choose Withdraw on the row and confirm. Withdrawing stops the instance; records of the run stay in the execution logs
Verify A Decision
- After submitting a decision, refresh the list and check the task status and the instance status of that record
- Open the execution logs of the process to see which node ran, which route the decision took, and who decided
- When the node has several approvers, the instance continues according to the approval policy of that node
Troubleshooting
| Symptom | What to check |
|---|---|
| A record you expect to approve is missing | The task status, current approver, and process filters, and whether another approver already handled it |
| Approve or Withdraw cannot be used | The task is not pending any more, or a decision is already being submitted |
| A batch action reports skipped rows | Only pending rows can be selected and decided; skipped rows keep their previous state |
| Column changes do not apply to another form | Column settings are saved per form for the current member, so each form has its own column layout |
Filters
| Filter | Description |
|---|---|
| Form | Limits the list to one related form |
| Form fields | Controls which related-form fields are available as table columns |
| Approval process | Limits the list to one approval process |
| Task status | Filters by the status of the approval task |
| Initiator | Filters by the member that started the approval instance |
| Current approver | Filters by the member that currently owns the approval task |
| Started at | Filters by the time the approval instance started |
| Keyword | Searches records, nodes, and form fields. The scope can be limited to a single form field |
Query applies the filters and Reset clears them.
Columns
| Column | Description |
|---|---|
| Approval process | Process that owns the approval instance |
| Record ID | Identifier of the related-form record |
| Record title | Title of the related-form record |
| Initiator | Member that started the approval instance |
| Current node | Node that is currently waiting for a decision |
| Current approver | Member that owns the current approval task |
| Task status | Status of the current approval task |
| Instance status | Overall state of the approval instance |
| Started at | Time the approval instance started |
| Completed at | Time a terminal result was recorded |
Actions
Row selection and row actions are enabled only while the approval task is pending.
| Action | Description |
|---|---|
| Approve | Opens the decision dialog for a single record |
| Withdraw | Withdraws a running approval instance. The initiator can withdraw only while the process allows withdrawal |
| View | Opens the business record |
| Batch approve | Submits the same decision for the selected records |
| Batch withdraw | Withdraws the selected approval instances |
Batch operations report how many records succeeded, failed, or were skipped, and skipped records keep their previous state.
Decision Dialog
| Field | Description |
|---|---|
| Action | Approve, reject, or return |
| Comment | Required for the decisions that the process configures as requiring a comment |
| Return target | Selects where the approval returns to when returning |
Submitting a decision records the result on the approval instance and continues the process along the matching route. When several approvers share the node, the result depends on the approval policy configured on the node.
Statuses
| Scope | Values |
|---|---|
| Task status | Waiting, pending, approved, rejected, returned, canceled |
| Instance status | Pending, completed, approved, rejected, returned, blocked |
Column Settings
Modify columns shows or hides form fields and approval columns, moves a field to the top, and searches the available fields. Column settings are saved per form for the current member.
Todo List
The todo panel lists the approval tasks that are waiting for the current member and opens the related record.