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Add an approval to a request form in Adobe Workfront Planning

Last update: Thu Jan 29 2026 00:00:00 GMT+0000 (Coordinated Universal Time)

CREATED FOR:

  • User
  • Admin

The highlighted information on this page refers to functionality not yet generally available. It is available only in the Preview environment for all customers. After the monthly releases to Production, the same features are also available in the Production environment for customers who enabled fast releases.

For information about fast releases, see Enable or disable fast releases for your organization.

IMPORTANT
The information in this article refers to Adobe Workfront Planning, an additional capability from Adobe Workfront.
For a list of requirements to access Workfront Planning, see Adobe Workfront Planning access overview.
For general information about Workfront Planning, see Get started with Adobe Workfront Planning.

You can add an approval process to an Adobe Workfront Planning request form, to initiate an approval for every submitted request, before it creates a record.

This article describes how a workspace manager can add an approval to a request form associated with a record type.

For information about creating a request form in Workfront Planning, see Create and manage a request form in Adobe Workfront Planning.

For information about submitting a request to a record type to create a record, see Submit Adobe Workfront Planning requests to create records.

Access requirements

Expand to view access requirements for the functionality in this article.
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Adobe Workfront packages

Any Workfront package and any Planning package

Or

Any Workflow package and any Planning package

For more information about what is included in each Workfront Planning package, contact your Workfront account representative.
Adobe Workfront license Standard
Object permissions

Manage permissions to a workspace and record type

System Administrators have permissions to all workspaces, including the ones they did not create

For more information about Workfront access requirements, see Access requirements in Workfront documentation.

Considerations about adding approvals to a request form

  • You can add one or multiple approvers to a request form. You can add only users as approvers.
  • You can display approval information on a record created by submitting a request form in the Approved by and Approved date fields. For information, see Create fields.
  • When you add multiple approvers to a request form, all approvers must accept the request before a record is created in Workfront Planning.
  • If all approvers approve the request, a record is created for the record type associated with the request form.
  • If at least one approver rejects the request, and all others approve it, a request is created for the Requests area in Workfront, but no record is created for the record type associated with the request form.
  • Adding approvals to a request form is optional. Workfront Planning immediately creates a record when a request is submitted, if the request form is not associated with an approval.

Add an approval to a request form in the Production environment

  1. Start creating a request form for a record type, as described in Create and manage a request form in Adobe Workfront Planning.

  2. Click Configuration.

    The Configuration area displays.

    Configuration tab

  3. In the Approvers field, start typing the name of a user or team that you want to set as an approver, then select it when it displays in the list.

  4. (Optional and conditional) If you have set more than one approver, and only need one approver to make a decision, enable the Only one decision is required option.

    note note
    NOTE

    • You can add one or several approvers to a request form.

    • If you add more than one approver, and the Only one decision is required option is not enabled, all approvers must approve the request before Workfront Planning creates a record.

    • If at least one approver rejects the request, the request is rejected and the record is not created. The request remains in the Requests area of Workfront.

    • If you add more than one approver, and the Only one decision is required option is not enabled, all approvers must make a decision before a request is either approved or rejected.

    • If a team is set as an approver, only one decision is required from the team.

  5. (Optional) Click Publish if you have never shared the request form before.

    Or

    Click Share to share the form, then Copy link.

  6. (Optional) After a user uses the link you share and submits a request, Workfront Planning sends an approval in-app notification and an email to the approvers.

    note note
    NOTE
    Your organization’s instance of Workfront must be onboarded to the Adobe Unified Experience for users to be able to receive email and in-app notifications.

    For information about approving requests, see Approve a request.

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Add approval rules to a request form

NOTE
This functionality is available only in the Preview environment.

Approval rules define the approval process based on field values on in the submitted requests.

For example, if a request form has the field “Campaign type,” a rule can be created that sends the request to one person when the field has the value “Digital”, and a different person when it has the value “Print.”

Consider the following when adding approval rules:

  • You can add one or several approvers to an approval rule.
  • If at least one approver rejects the request, the request is rejected and the record is not created. The request remains in the Requests area of Workfront.
  • If you add more than one approver, and the Only one decision is required option is not enabled, all approvers must make a decision before a request is either approved or rejected.
  • If a team is set as an approver, only one decision is required from one member of the team.

To set approval rules for a request form:

  1. Start creating a request form for a record type, as described in Create and manage a request form in Adobe Workfront Planning.

  2. Click Settings.

    The Settings tab displays.

  3. To begin configuring approval rules, click Approvals Approvals icon in the left panel.

  4. (Optional) If you want to set a default approval process, add at least one user or team to the Approvers field of the Default approval rule area, then click the Only one decision is required checkbox if you want the record to be created after any one of the default approvers has approved it.

    Default approval rule area

  5. (Optional) Start adding approval rules. For each approval rule, do the following:

    1. Click Add approval rule
    2. Click the placeholder title Untitled approval rule and enter a name for the approval rule.
    3. Click Select a field and select the field that activates the rule.
    4. Select the operator for the rule. Operators vary based on the type of field.
    5. If the selected operator requires a value, click the plus icon and add one or more values.
    6. (Optional) Click Add condition to add more conditions and connect them by And or Or statements by configuring the additional conditions as in steps C-E.
    7. In the Actions area of the approval rule, in the Approvers field, add at lease one user or team to be set at the approver when the condition is met.
    8. (Conditional) If you want the record to be created after any one of the approvers has approved it, check the Only one decision is required checkbox.

  6. Click Save to save the approval rules.

  7. (Optional) Click Publish if you have never shared the request form before.

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