Tips to Set Up Your First Workflow
Mode 1: Create Approval Workflow Only
1.1. Add Static & Dynamic Recipients
1.3. Set Conditions for the Recipient
1.7. Add & Use Recipient Group
Mode 2 & 3: Generate & Send PDF/document only
2.1. How to generate a PDF/document
2.2. Common file template errors
2.3. Send PDF/documents to recipients
2.4. Send PDF/documents to respondents
3.1. Combine Modes – Setup File Template
3.2. Combine Modes – Add recipients
Email Settings & Features:
4.1. Change Final Email Settings to Save Quota
4.3. Show or Hide the Sheets Report in the Final Email
4.4. Show File Attachment With Recipients
4.6. Customize Email Templates
4.8. Set Conditions for Custom Email Template
4.9. Add CC and BCC Email Addresses
Team Plan:
5.2. Share Edit Permission With Team Member
Additional Features:Â
6.1. Set Reminders for Approval Emails
6.2. Resend All Pending Requests
6.3. Dashboard or Form Management Page
6.5. Approval Link Authentication
6.6. Transfer All Forms to Another User
6.7. Transfer Paid Plan to Another User
6.8. Avoid Automatic Approval/Rejection
6.9. Signature on Generated PDF/Google Docs in Combined Mode
6.10. Approval Status Tracking Link for Respondent
6.11. Cancel a Request via Email
6.13. Change Approval Decision for Recipients
6.15. Approve via Dashboard for Recipients
6.16. Form Owner Approves on Behalf of Recipients
6.17. Bulk Actions: Approve, Reject, and Cancel
Your form respondents and recipients can now track the approval status online.
To insert a tracking page URL into emails, add a <<Tracking URL>> field to your custom email templates:
Or, you can insert this custom field as a hyperlink:
To track the approval status, click the link in the emails:
The tracking page looks like below:
Understanding the Tracking Dashboard
The Track Approval Progress screen gives you a granular look at Request #89 (or your specific request ID). Here is how to read the data:
Overall Status: This bar at the top provides a high-level summary of the entire request. Even if one person has approved, the status will remain “In Progress” until all necessary parties have taken action.
Recipients’ Email Addresses: Each person assigned to the request is listed individually. This allows you to identify exactly who has received the link.
Role Identification: Under each email, you’ll see the assigned role (e.g., “Role: Can approve”), so you know exactly what action that specific recipient is expected to take.
Monitoring Approval Statuses
PerformFlow tracks three primary states for every recipient:
In Progress: The recipient has received the approval email but has not yet submitted a final decision.
Approved: The recipient has reviewed the request and given their official sign-off.
Rejected: The recipient has declined the request.