Creating and Submitting Approvals
This guide explains how to create and submit approval requests when making changes that require authorization.
When to Submit for Approval
Changes that typically require approval include:
- Data Modifications: Edits to critical data or protected tables
- Bulk Updates: Large-scale data changes affecting multiple records
- Configuration Changes: Updates to space or table settings
- Permission Changes: Modifications to user access and roles
- Deletions: Removing data or objects from the workspace
Your organization’s approval policies determine which actions require approval.
Submitting Changes for Approval
Step 1: Make Your Changes
- Navigate to the data grid, form, or settings page
- Make the desired changes to data or configurations
- Review your changes for accuracy
Step 2: Submit for Approval
When you save changes that require approval:
- Click the Submit or Save button
- The system detects that approval is required
- An approval request is automatically created
- You’ll see a confirmation message
Step 3: Add Context
Provide additional information for reviewers:
- Title: Give your approval request a clear, descriptive title
- Description: Explain why the change is needed
- Impact: Describe what will be affected
- Urgency: Indicate the priority level if applicable
- Attachments: Add supporting documents or screenshots
Step 4: Submit Request
- Review the approval request details
- Click Submit for Approval
- Notification is sent to designated reviewers
- Track the status in the approvals dashboard
Tracking Your Submissions
View Your Requests
Access your submitted approvals:
- Go to
/approvals - Filter by Submitted by Me
- View the status of each request
Approval Status
Requests can have the following statuses:
- Pending: Awaiting review
- Under Review: Being evaluated by a reviewer
- Approved: Change has been authorized and applied
- Rejected: Change was not approved
- Cancelled: Request was withdrawn
Editing Pending Requests
While an approval is pending:
- Click on the approval request
- Select Edit Request
- Make necessary changes
- Resubmit for approval
Note: Some organizations may not allow editing pending requests.
Canceling Requests
To cancel a pending approval:
- Open the approval request
- Click Cancel Request
- Provide a reason for cancellation
- Confirm the action
Types of Approval Requests
Data Entry Approvals
When editing table data:
- Changes are staged but not applied
- Original data remains visible
- Proposed changes shown in approval request
- Changes applied only after approval
Configuration Approvals
For settings changes:
- New configuration is held in pending state
- Current configuration remains active
- Changes take effect upon approval
Permission Approvals
When modifying user access:
- Permission changes are queued
- Current permissions remain unchanged
- New permissions applied after approval
Best Practices
Clear Communication
- Descriptive Titles: Use clear, specific titles for your requests
- Detailed Descriptions: Explain the reason and impact of changes
- Context: Provide background information for reviewers
- Documentation: Attach relevant documents or references
Proper Preparation
- Review Changes: Double-check your changes before submitting
- Check Requirements: Ensure you’ve included all necessary information
- Validate Data: Verify data accuracy and completeness
- Test Impact: Consider the downstream effects of changes
Timely Follow-up
- Monitor Status: Check approval status regularly
- Respond Promptly: Address reviewer questions quickly
- Provide Clarification: Be available to explain your request
- Acknowledge Decisions: Respond to approval or rejection notifications
Common Scenarios
Bulk Data Updates
When updating multiple records:
- Select the rows to update
- Make the changes via bulk edit
- Submit all changes as a single approval request
- Include a summary of the scope and impact
Emergency Changes
For urgent approvals:
- Mark the request as High Priority
- Use the urgency field to explain the time sensitivity
- Contact reviewers directly if immediate action is needed
- Follow up through multiple channels if necessary
Collaborative Changes
When working with others:
- Coordinate with team members before submitting
- Reference related approval requests
- Mention collaborators in the description
- Share approval status with the team
Notifications
You’ll receive notifications when:
- Your approval request is received
- A reviewer requests more information
- Your request is approved or rejected
- Changes are applied after approval
- The request is assigned to a different reviewer
Configure notification preferences in Settings.
Tips for Success
- Submit Early: Don’t wait until the last minute
- Be Thorough: Include all relevant details
- Stay Available: Be ready to answer questions
- Follow Standards: Adhere to organizational approval guidelines
- Learn from Rejections: Understand why requests are rejected and improve future submissions