Approval Workflow

The approval workflow is a review queue that sits between authoring and going live. When a team member publishes a question, template, or feedback form, or submits an offer for sending, the item enters a Pending state and waits for a second person to approve it. This prevents unreviewed content from reaching interviewers or candidates — and ensures an offer is approved before it is sent to a candidate.

Prerequisites#

Request states#

A request moves through the following states:

Submitting a request#

Publishing any question, template, or feedback form creates an approval request automatically.

1. Open the item you want to publish.
2. Select Publish.
3. If you hold the matching approve permission, the item goes live immediately — no separate review step is needed.
4. If you do not hold the approve permission, the item shows a Pending approval badge and waits in the review queue.

Reviewing a request (approvers)#

Reviewers see outstanding requests in the Your approvals widget on the dashboard, and inline on the question, template, or feedback form list.

Approve#

1. Open the request — either from the Your approvals dashboard widget or inline on the item.
2. Select Approve.
3. The item goes live immediately.

Reject#

1. Open the request.
2. Select Reject.
3. Enter a reason in the Rejection reason (required) field.
4. Select Confirm reject.

The submitter sees a Rejected badge on the item and can read the reason before deciding whether to resubmit.

Resubmitting after rejection#

If a request is rejected, the original submitter can update the item and resubmit it.

1. Open the rejected item.
2. Make the necessary changes.
3. Select the Resubmit button (the rotate icon next to the item).
4. The request returns to Pending approval with the updated content. The previous rejection reason is cleared.

Only the original submitter can resubmit. Other team members cannot resubmit on their behalf.

Withdrawing a pending request#

If a request is still pending, the original submitter can cancel it.

1. Open the item with the Pending approval badge.
2. Select the Withdraw request button (the X icon).
3. The request moves to Withdrawn.

A withdrawn request cannot be re-opened. To publish the item again, select Publish to create a new request.

Dashboard widget#

The Your approvals widget on the home screen lists all pending requests that are assigned to you for review — requests you submitted yourself are excluded. Each row shows the item title, type, submitter name, and when it was submitted. Select Review to open the review dialog.

Permissions reference#

Troubleshooting#

"A pending approval request already exists" — The item already has an open request. Ask the reviewer to act on it, or withdraw it yourself before resubmitting.

"Cannot review your own request" — You submitted this request. A different team member with the approve permission must review it.

"Request is not pending" — The request was already approved, rejected, or withdrawn. No further review action is possible on it.

Resubmit button not visible after rejection — Only the original submitter sees the resubmit option. Log in with the account that submitted the original request.