This step-by-step tutorial walks you through creating a form with a sequential, multi-step approval workflow. This setup is ideal for processes requiring multiple levels of authorization—such as expense claims, leave requests, or procurement orders. While the example includes two approval steps, the workflow can be easily extended to support any number of levels.
In this guide, we will build a process that follows this sequence:
Submission - The Requestor completes the initial form and submits it for review.
Level 1 Approval - A designated Manager automatically receives an email notification with a link to the request. They review the submission and choose to either approve or reject it.
Level 2 Approval (Sequential) - If the Level 1 Manager approves, a Secondary Approver is notified. They then review the request and provide the final sign-off.
Notifications - At each stage, the Requestor receives automated email updates, with the messaging tailored to the current approval status.
Step-by-Step Configuration
To build a multi-step form, you need to incorporate all approval steps into a single form template using "Approval Blocks" for each stage.
Build the Initial Form/Request - Build your form how you normally would by dragging and dropping different component into the form.
Add the First Approval Step - Once you're happy with the form you can start to incorporate the approval sections. Drag and drop an Approval Component (found under the Advanced) to the bottom of the form.
Configure Level 1 Settings - Navigate to the Approval tab within the settings of your new component and configure important settings like approver and the email notifications
Approvers: Select who allows to approve this step (e.g., select from your Microsoft 365 Entra list).
Notifications: Configure the email templates used when requesting, approving, rejecting, or revoking an approval. This allows you to tailor your messaging based on the actions taken.
Add the Second Approval Step - Next, drag in a second Approval Component into your form and again configure the approvers, emails
Chain the Approvals - By default, approval blocks will to run in parallel. To make them sequential you can configure the second approval step to "depend on" the first approval step.
Open the component settings for the second approval
Under the approval tab set the "depends on" setting to the first approval. This will effectively chain the second approval to the first.
That’s it! You have now created a dependency. The second approval block will not trigger or notify the secondary approver until the first block has been successfully approved. You can keep adding more approval blocks as required.
Important Considerations
Here are a few key details to keep in mind when designing your approval workflows:
Automatic Metadata: You do not need to add fields inside the approval block to capture "Date Approved" or "Approver Name." The system automatically tracks this metadata (who approved and when) and associates it with the record.
Forms within approvals: You can place entire form structures inside approval blocks. This allows approvers to contribute data, not just a "Yes/No" decision.
Security: Only the specific users listed in the "Approvers" setting can answer questions located inside that approval block.
Data Integrity: The answers provided by the original Requestor cannot be changed by the Approver. If the data is incorrect, the Approver should Reject the request. The Requestor can then "Revoke" the status, correct their original submission, and re-request approval.
Conditional Logic: You can use the Conditional Approval tab to create rules for when an approval is actually required (e.g., Only require Secondary Approval if 'Expense Amount' is greater than $10,000).
Revising Decisions: Approvers can change their decision by re-opening a request and clicking Update, provided the workflow hasn't already moved to a finalized state that prevents it.
Submit - When your forms includes an approval block the submit button will be hidden and replaced with the options to request, approve/reject and revoke.
Multiple Approvers - If you configure multiple approvers in an approval block any of the listed approvers can approve.