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Approval feature on your forms

With the approval feature, you can specify the sequence of steps required to mark a submission as accepted and from whom to request the approval of your form submissions. You can request approval from a single person, or create a chain approval workflow.

It will transform your daily tasks into an automatic process. Build an approval workflow on your form, add the recipients and we will email them automatically.


Start by going to your form’s Approvals section.

Approvals section

Enabling this feature will automatically create three email templates.

Enable approvals

You can customize the email templates to your liking at any time by going to the Notifications section.

Email templates

Afterward, click on New Approver and type the email address of the person who will receive the submission. There are two options available in the first step: to email all submissions to the approver or to establish some branching rules.

After the condition when you can select a certain condition from the dropdown list that the user needs to meet. The plus sign allows you to add another rule.

Use either the connector AND or OR to link your conditions. If you are familiar with our Rules feature, this follows the same structure and logic.

The second step is referring to the next approvers if you need to create a chain approval workflow. After choosing the connector AND/OR, select from the dropdown list the email address that has accepted the submission before. Below is an example:

You can edit your form’s approval rules at any given time.

Edit approvers

Important Notes

  • The approval process will be stopped immediately when the submission entry was rejected by one person.
  • The approval status can be checked in the Submissions table on every submission entry.

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    1. Hi Shirrene! Now that you have approvals set up on your form, each time you receive a form submission, you will also receive an email notification containing the user’s input, along with two buttons to either Approve or Reject the submission. If you are missing out on these emails or something is just not working right, please reach out to us at Thank you!

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Frequently Asked Questions

Here is a list of the most frequently asked questions. For more FAQs, please browse through the FAQs page.

Is this service free?
Yes, we offer a free form builder service. Just sign up to the Basic plan and you are all set. This plan is forever free, but you are limited with a few features only, such as 5 forms per account, 100 submissions per month and you have to keep the backlink to 123FormBuilder on your forms. Check out our features matrix for more information.
How many forms can I create?
It depends on the service plan you are on. Higher service plans enable more features, including more web forms for your account. If you need more forms, go to the My Account section of your account and click the upgrade button. To create an unlimited number of forms, either upgrade to the Platinum service plan or higher. Consult our features matrix for more information.
How can I publish my forms?
You can publish your forms in many ways, by using their direct URL or HTML link, embedding them with a JavaScript code, Inline HTML or iFrame, using the Facebook app or the WordPress plugin, using popups, the Blogger code snippet and many more. Once you have created and customized your form, go to the Publish section to complete your work. Read more in our documentation.
How do I change my form design?
You can change the design of your form in the Themes section, which is located in your form settings. We offer a set of more than 30 predefined form themes for your forms, but you can also create your own from scratch. You can customize the submit button, the logo and more. To apply your own stylesheets, all forms come with a custom CSS editor.

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