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How to Set Up Approval Settings in the Forms Module
How to Set Up Approval Settings in the Forms Module
Alex Merkin avatar
Written by Alex Merkin
Updated over a week ago

Welcome to the Approval Settings guide for Forms in Next Plus!
This walkthrough will help you configure and manage multi-step approvals inside your forms, so your team can streamline workflows with confidence.


🔍 Getting to the Approval Settings

First things first—let’s find where to set this up:

  1. Go to the Modeling section from the left-hand menu.

  2. Select Forms.

  3. Choose the form you want to set up an approval process for.

  4. Click the ✏️ Edit Form icon (top-right).

  5. On the edit screen, click Approval Settings from the top bar.


🧭 Inside the Approval Settings Screen

You’ll now see a screen with options to configure your approval workflow.

  • Approval Name – Give your approval stage a name (especially useful if you have multiple levels).

  • Read Only – Toggle this ON if users shouldn’t be allowed to edit the form during this stage.

  • Close Form When Process Done – Toggle ON to auto-close the form after the final approval.

  • Close Status – Pick a final status from the dropdown that will be applied when the form is closed.


➕ Adding a New Approval Level

Click the + New Level button to add a stage in the approval chain.

In the pop-up, fill in:

  • Level Name – A name for this specific approval step.

  • Approvers – Choose who must approve at this level (specific users or all users).

  • Mark level as complete when approved by – Choose between “any” or “all” approvers.

Hit Next to configure notifications.


📣 Set Up Notifications (Optional but Powerful)

For each approval level, you can notify relevant users via email, SMS, or WhatsApp.

  • Record Review Email Notification – Send an email when the level begins.

  • Review Notification – Expand to add SMS/WhatsApp messages.

  • Level Complete Email Notification – Notify once the level is approved.

  • Complete Notification – Same as above, but for SMS/WhatsApp.

  • To: Define the recipients from the dropdown.

  • Merged Tags: Insert dynamic values into messages.

  • Content Editor: Customize your message content.

Done? Click Save to activate the level.


👥 Choosing Approvers

In each approval level, use the ✏️ icon to define who needs to approve.

  • Choose between a specific user or all users.

  • Decide if the level completes when any or all selected users approve.

✏️ Editing Existing Levels

Already have levels set up? You can edit them from the Approval Settings main screen using the ✏️ icons next to each step.

Don't forget to click Save (bottom right) when you're done making changes!


🎉 You're All Set!

You’ve now got the tools to build custom approval flows that match your organization’s process.
Take a few minutes to explore and tailor it to your team’s needs—your workflow will thank you.

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