Tracking Approvals

Monitor and manage all approvals across your organization.

Admins and Builders can track all approvals in the organization, not just their own assigned items.

The Track Approvals view is available to users with the Admin or Builder role. Both roles can act on any pending approval, regardless of who it was originally assigned to.

Access the Tracker

1. Navigate to Approvals from the main menu

2. Click Track Approvals (visible to admins only)

3. You’ll see the organization-wide approval tracker

Filter Approvals

By Assignment: Use the list selector to switch between:

• My Approvals: Items assigned to you
• All Approvals: All items in the organization

By Status: Use the tabs to filter:

• All: Every approval regardless of status
• Pending: Waiting for action
• Approved: Successfully approved
• Rejected: Rejected items

Tracker Columns

The tracker shows additional information compared to the individual view:

Column	Description
Type	Email, Custom, or Survey
Subject	Brief description
Recipients	Affected parties (for emails)
Flow Name	Source workflow
Approver	Assigned approver
Pending Since	When item entered pending state
Status	Pending, Approved, or Rejected
Completed On	When action was taken
Approved By	Who approved the item (shown on Approved and All tabs)
Rejected By	Who rejected the item (shown on Rejected and All tabs)

On the Pending tab the table shows the original Approver column. On the Approved, Rejected, and All tabs that column is replaced by Approved By / Rejected By so you can audit who actually took the action — including admins or builders who acted on someone else’s behalf.

Use Cases

Audit approval decisions

Review who approved what and when:

1. Filter to “All Approvals”
2. Switch to Approved or Rejected tab
3. Check the “Completed By” and “Completed On” columns

Clear pending backlog

Find approvals that have been waiting too long:

1. Filter to “All Approvals”
2. Switch to Pending tab
3. Sort by “Pending Since”
4. Reassign or take action on stale items

Monitor team workload

See how approvals are distributed:

1. Filter to “All Approvals”
2. Review the “Approver” column
3. Identify if certain team members have too many pending items

Taking Action as an Admin or Builder

Admins and Builders can approve or reject any pending item, not just the items assigned to them:

1. Open the tracker and switch to the Pending tab
2. Select one or more items
3. Click Approve or Reject
4. Confirm the action

After the action is taken, the Approved By or Rejected By column records exactly who acted — making it clear that an admin or builder stepped in, even if they were not the original approver.

This is useful for:

• Handling items when the assigned approver is unavailable
• Clearing urgent items quickly
• Managing team workload

Best Practices

• Regularly review the pending queue to prevent delays
• Use the tracker for audit and compliance reviews
• Reassign approvals when team members are out of office
• Monitor “Pending Since” to identify workflow bottlenecks