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Manage approval templates

Last update: September 8, 2026

CREATED FOR:

  • User

After you create an approval template, you can edit, share, or delete it. System Administrators can also edit, delete, and bulk-delete any template in the account, regardless of who created or shared it.

IMPORTANT
The content of this article refers to updated document approval functionality that is only available for specific accounts. For information on standard approval processes, see the articles listed in Work approvals.

Access requirements

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

Any Workfront package to manage approvals using legacy Workfront storage

Any Workflow package to manage approvals using Adobe cloud storage
Adobe Workfront license

Standard

Plan

For more detail about the information in this table, see Access requirements in Workfront documentation.

Edit a template

To edit a template:

  1. In the left panel, click Review and Approval > Approval Templates.
  2. Select the checkbox next to the template you want to edit. A bar appears at the bottom of the page.
  3. In the bar, click Edit.
  4. Update the template as needed.
  5. Click Save.

You can edit templates you created. System Administrators can edit any template in the account, regardless of who created it.

Share a template

By default, a template is visible only to you, the creator. You can share it with specific users, or with everyone in your organization, so they can view and use it when requesting an approval.

To share a template:

  1. In the left panel, click Review and Approval > Approval Templates.

  2. Select the checkbox next to the template you want to share. A bar appears at the bottom of the page.

  3. In the bar, click Share. The Share approval template dialog opens.

  4. Click the sharing drop-down, then select one of the following:

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    Shared with everyone All users in your organization can view and use the template.
    Only invited people can access Only you and the users you add can view and use the template. This is the default for new templates.

  5. If you selected Only invited people can access, under Give approval template access to, use the Search for people field to add the users you want to give access to.

  6. Click Share.

The Shared with column in the Approval Templates list shows who has access to each template. You are always listed as the template’s creator and can’t be removed.

Delete a template

You can delete a template you created. System Administrators can delete or bulk-delete any template in the account, including templates created by other System Administrators, regardless of sharing settings.

To delete one or more templates:

  1. In the left panel, click Review and Approval > Approval Templates.
  2. Select the checkbox next to one or more templates.
  3. In the bar at the bottom of the page, click Delete, then confirm the deletion.
WARNING
Deleting a template is permanent. If you’re a System Administrator, your selection can include templates you don’t own. Review the list carefully before confirming, especially when deleting multiple templates at once.
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