The approval workflow is a review queue that sits between authoring and going live. When someone publishes a question, template, or feedback form without the matching approve permission, the item waits as Pending approval until another member who holds that permission approves it. Members who hold the approve permission publish straight away. Offers always go through review: an offer submitted for approval must be approved by someone other than the submitter before it can be sent to the candidate.
Prerequisites
Request states
A request moves through the following states:
| State | Meaning |
|---|---|
| Pending approval | Submitted and waiting for a reviewer |
| Approved | Approved by a reviewer, or automatically when the submitter holds the approve permission |
| Rejected | A reviewer rejected it with a written reason |
| Withdrawn | The submitter cancelled the request before review |
For questions, templates, and feedback-form drafts, the item shows a Pending approval badge in its list while the request waits. After a rejection, the submitter sees a Rejected badge on the item. Select View rejection reason (the message icon) beside it to read the reviewer’s feedback, when a reason is available.
Submitting a request
Successfully publishing a question, template, or feedback form creates an approval request.
- Find the item you want to publish. For a question or an interview template, select Publish to org bank (the globe icon) on the item in its list. For a feedback form, select Publish in its action menu.
- If you hold the matching approve permission, the item goes live immediately — no separate review step is needed.
- If you do not hold the approve permission, Intervy shows Submitted for approval and the item shows a Pending approval badge while it waits for review.
To submit an offer, select Submit for approval on the application's Offer card.
An offer has one current review. Submitting or resubmitting it locks the offer while that review is pending. Older requests cannot approve the offer or reset a newer review. Rejecting an older pending request, or withdrawing it as its original submitter, clears only that request.
Reviewing a request (approvers)
On the regular dashboard, pending questions, templates, and offers that you can approve appear in Your approvals. If the expanded getting-started checklist is showing, collapse it to return to the regular dashboard. Pending questions, templates, and feedback forms also show Approve and Reject buttons on their row in the Questions, Interview Templates, and Feedback Forms lists. Feedback form requests appear only in the Feedback Forms list, including requests for new versions of published forms.
Approve
- Select Review on the request in the Your approvals widget, or find the item in its list.
- Select Approve — in the review dialog, or the check mark on the item's row.
- An approved question, template, or feedback form goes live immediately. An approved offer can then be sent.
Reject
- Open the request — select Review in the Your approvals widget, or select the X on the item's row.
- In the review dialog, select Reject, enter a reason in Rejection reason (required), and select Confirm reject. From an item's row, enter the reason in Reason in the Reject Request dialog and select Reject.
- A reason is required in both places.
On Questions, Interview Templates, and Feedback Forms, the original submitter can select View rejection reason (the message icon) beside Rejected. This also works for a rejected draft version of a published feedback form. The Rejection reason panel preserves line breaks and lets you scroll through long feedback. If no reason is available, no message icon appears.
A rejected offer returns to Draft. On the application’s Offer card, the original submitter can read the current rejected review’s reason beside Draft. An older rejection is not shown after a newer review takes its place, and approval feedback is not shown for offers outside Draft.
Resubmitting after rejection
If a request for a question, template, or feedback form is rejected, the original submitter can resubmit it. Editing the item first requires permission to edit it.
For a rejected feedback-form draft, including a new version beside an active form, the original submitter can read rejection feedback and choose Resubmit. With no remaining draft, its row shows Active when published or Archived when only archived versions remain. It shows no earlier Pending approval or Rejected badge, rejection feedback, or review, withdraw, or resubmit actions.
- Find the rejected item in its list.
- Make the necessary changes.
- Select Resubmit (the rotate icon on the item's row).
- The request returns to Pending approval and the previous rejection reason is cleared. When it is approved, the item goes live as it is at that moment, including your changes.
Only the original submitter sees Resubmit, and only the original submitter can resubmit.
If another publication request for the same item is already pending, the older rejected request stays rejected. Questions and Interview Templates show Failed to resubmit request; Feedback Forms currently shows no message. Reload the list to see the pending request, then wait for its review or withdraw it before resubmitting the older request.
Withdrawing a pending request
For questions, templates, and feedback forms, the original submitter can cancel a request while it is still pending.
- Find the item with the Pending approval badge.
- Select Withdraw (the X icon on the item's row).
- The request is withdrawn and the Pending approval badge disappears.
A withdrawn request cannot be re-opened. To publish the item again, publish it to create a new request.
Dashboard widget
The Your approvals widget on the regular dashboard lists pending question, template, and offer requests that you can approve. Requests you submitted yourself are left out, and the widget only appears while at least one request is waiting. Each row shows the item title, type, submitter, and how long ago it was submitted. Select Review to open the review dialog.
Permissions reference
| Action | Permission | Default roles |
|---|---|---|
| Submit question for publication | questions:publish | AdminStaffing |
| Submit template for publication | templates:publish | AdminStaffing |
| Submit feedback form for publication | feedback_forms:update | AdminStaffing |
| Approve / reject questions | questions:approve | AdminStaffing |
| Approve / reject templates | templates:approve | AdminStaffing |
| Approve / reject feedback forms | feedback_forms:approve | AdminStaffing |
| Submit offer for approval | offers:create | AdminStaffing |
| Send approved offer | offers:send | AdminStaffing |
| Approve or reject offers | offers:approve | AdminStaffing |
Troubleshooting
"Failed to publish question", "Failed to publish template", or "Failed to publish feedback form" — This can mean the item already has a pending request. Ask a reviewer to act on it, or withdraw it yourself before publishing again.
"Failed to approve request" or "Failed to reject request" — This can mean the request was already approved, rejected, or withdrawn, or you submitted it yourself. An older offer request also cannot approve an offer that belongs to a newer review. Requests that are no longer pending cannot be reviewed again.
Resubmit button not visible after rejection — Only the original submitter sees the resubmit option. Sign in with the account that submitted the original request. A feedback form with no remaining draft, whether published or archived-only, does not offer resubmission for an earlier rejection.
An upgrade prompt appears when you select Resubmit — Your current access does not include resubmitting; the Growth and Scale plans include it. For questions and templates, a Failed to resubmit request message appears alongside the prompt. Publish the item again to create a new request, unless another publication is already pending.