Glide

How to implement an approval workflow in Glide?

Discover the secrets to building a smooth approval workflow in Glide with easy-to-follow steps. Streamline tasks and boost efficiency through our detailed guide. Get started now and watch your productivity soar.

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Overview

Implementing an approval workflow in Glide isn't too complex. It's all about setting up a system where some actions or changes need specific users to give the green light before moving forward. Usually, this means putting together custom forms, defining who plays what role, and automating notifications and status updates. Glide's got built-in features like relations, visibility conditions, and actions to make this easier. By tweaking these elements, a smooth and effective approval process can be achieved. This not only boosts collaboration but also keeps control over crucial operations. Ready to dive in? This guide will show the steps to build a solid approval workflow that fits your needs.

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How to implement an approval workflow in Glide?

Step 1: Create a New Glide App

  • Head over to Glide.
  • Click "Create App" and pick a source (Google Sheets, Excel, Airtable).

Step 2: Set Up Data Source with Approval Fields

  • In your data source, make a sheet for requests.
  • Add columns like RequestID, Requester, Details, Status (default value "Pending"), Approver, and ApprovalDate.
  • Make sure each request has a unique ID in the RequestID column.

Step 3: Design Your Request Submission Screen

  • In Glide, go to the "Layout" tab and select the Requests sheet.
  • Use the "Form" to create a request submission form.
  • Include fields for the requester to fill out (Requester, Details).
  • Set the Status field to auto-fill with "Pending".

Step 4: Configure Email or Notifications for New Requests

  • In the "Settings" or "Actions" tab, add an action to send an email notification to the approver whenever a new request is submitted.
  • Optional: use Zapier or Integromat to automate notifications, integrating with email or Slack.

Step 5: Create an Approval Interface for Approvers

  • Design a separate screen for approvers to see all pending requests.
  • Add a filter so only entries with Status set to "Pending" are shown.
  • Allow editing on this screen so approvers can change the Status field to "Approved" or "Rejected".

Step 6: Set Up Edit Permissions

  • Ensure that regular users cannot change the Status field by setting role-based access in the "Permissions" tab.
  • Only users with the approver role should be able to edit the Status field.

Step 7: Add Approval Date on Status Change

  • Configure Glide to set the current date in the ApprovalDate field automatically when the Status is changed to "Approved" or "Rejected".

Step 8: Test the Workflow

  • Submit a test request through the user interface.
  • Log in as an approver and check if the requests are visible.
  • Approve or reject the request and verify that the Status and ApprovalDate fields are updated correctly and that the requester receives a notification.

Step 9: Publish and Share the App

  • Once satisfied with the setup, publish the Glide app using the "Share" feature.
  • Distribute the app's link to users who need to submit requests and to approvers.

This workflow will ensure structured request submissions and simplify the process of managing approvals in Glide.

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