--- title: "Administration Approvals" slug: "administration-approvals" description: "Administrators can manage all approvals, while Group Managers handle their groups. Approvers view assigned approvals only. Learn more about the roles!" updated: 2026-04-07T14:36:33Z published: 2026-04-07T14:36:33Z canonical: "www.civicplus.help/administration-approvals" --- > ## Documentation Index > Fetch the complete documentation index at: https://www.civicplus.help/llms.txt > Use this file to discover all available pages before exploring further. # Administration Approvals Users who are set as **Administrators** on the Approvals solution will be able to access all current and past approvals, including ones that were conditionally skipped. They can also reopen approvals if further action is needed. Users set as **Group Managers** will be able to do the same but only for approvals assigned to their group(s). All **other Approvers** will only be able to filter and see the approvals that they were assigned to and they will be unable to reopen closed approvals. ## Instructions [Embedded content](https://www.iorad.com/player/1977173/CivicOptimize--How-to-Access-Administration-Approvals-Practice-Tutorial) 1. [Sign in to your site](/process-automation/docs/sign-in-to-your-site) 2. On the Approvals solution, [set up the user](/process-automation/docs/configure-approvals-solution) ![Form for adding a new app user with email and group options.](https://cdn.us.document360.io/17dc564a-8310-4f61-b929-1bd73b36e158/Images/Documentation/Approvals,%20New%20User%20Fields%20-%20PADS.png?sv=2026-02-06&spr=https&st=2026-11-12T17%3A49%3A49Z&se=2026-11-12T18%3A49%3A49Z&sr=c&sp=r&sig=Tp0NVyrglNTLzv2GRUj%2Bc9RRM%2Fxk4b%2FKJyfqInKOG28%3D) - **Administrator:** Can view and edit all approvals - **Group Manager:** Can view and edit all approvals related to their selected groups - **Approver:** Can only view approvals they were assigned to and cannot edit any approvals 3. Click **Launch** on the Summary tab ![The Launch button on the Approvals page.](https://cdn.us.document360.io/17dc564a-8310-4f61-b929-1bd73b36e158/Images/Documentation/Launch%20Approvals%20-%20PADS.png?sv=2026-02-06&spr=https&st=2026-11-12T17%3A49%3A49Z&se=2026-11-12T18%3A49%3A49Z&sr=c&sp=r&sig=Tp0NVyrglNTLzv2GRUj%2Bc9RRM%2Fxk4b%2FKJyfqInKOG28%3D) 4. Log in with the approver account 5. Click the **Administration** gear icon in the top right corner ![The Administration settings icon on the Approvals screen.](https://cdn.us.document360.io/17dc564a-8310-4f61-b929-1bd73b36e158/Images/Documentation/Approvals,%20Administration%20Icon%20-%20PADS.png?sv=2026-02-06&spr=https&st=2026-11-12T17%3A49%3A49Z&se=2026-11-12T18%3A49%3A49Z&sr=c&sp=r&sig=Tp0NVyrglNTLzv2GRUj%2Bc9RRM%2Fxk4b%2FKJyfqInKOG28%3D) 6. Use the **Filters** menu to find approvals ![Administration approvals interface showing filters and status of various submissions.](https://cdn.us.document360.io/17dc564a-8310-4f61-b929-1bd73b36e158/Images/Documentation/Approvals,%20Filters%20-%20PADS.png?sv=2026-02-06&spr=https&st=2026-11-12T17%3A49%3A49Z&se=2026-11-12T18%3A49%3A49Z&sr=c&sp=r&sig=Tp0NVyrglNTLzv2GRUj%2Bc9RRM%2Fxk4b%2FKJyfqInKOG28%3D) 7. Click **Show History** on an approval to view information ![Overview of pet license renewals showing approval status and submission details.](https://cdn.us.document360.io/17dc564a-8310-4f61-b929-1bd73b36e158/Images/Documentation/Approvals,%20Show%20History%20-%20PADS.png?sv=2026-02-06&spr=https&st=2026-11-12T17%3A49%3A49Z&se=2026-11-12T18%3A49%3A49Z&sr=c&sp=r&sig=Tp0NVyrglNTLzv2GRUj%2Bc9RRM%2Fxk4b%2FKJyfqInKOG28%3D) 8. View all actions that have occurred for this approval, including any private or public notes added at each step in the flow ![History of pet license renewals with approval and clarification notes displayed.](https://cdn.us.document360.io/17dc564a-8310-4f61-b929-1bd73b36e158/Images/Documentation/Approvals,%20History%20Details%20-%20PADS.png?sv=2026-02-06&spr=https&st=2026-11-12T17%3A49%3A49Z&se=2026-11-12T18%3A49%3A49Z&sr=c&sp=r&sig=Tp0NVyrglNTLzv2GRUj%2Bc9RRM%2Fxk4b%2FKJyfqInKOG28%3D) 9. **Reopen**, **Deny**, or **Approve** an approval if further information or action is needed ![Pet license renewal status showing approval and options to reopen or deny.](https://cdn.us.document360.io/17dc564a-8310-4f61-b929-1bd73b36e158/Images/Documentation/Approvals,%20Reopen%20or%20Deny%20-%20PADS.png?sv=2026-02-06&spr=https&st=2026-11-12T17%3A49%3A49Z&se=2026-11-12T18%3A49%3A49Z&sr=c&sp=r&sig=Tp0NVyrglNTLzv2GRUj%2Bc9RRM%2Fxk4b%2FKJyfqInKOG28%3D) > [!WARNING] > **Note**: > > Only Group Managers or Administrators can use this functionality. 10. To **Reopen** an approval: 1. Fill out the **Reopen Approval** fields ![Form fields for reopening approval, including private notes and notification notes sections.](https://cdn.us.document360.io/17dc564a-8310-4f61-b929-1bd73b36e158/Images/Documentation/Approvals,%20Reopen%20Fields%20-%20PADS.png?sv=2026-02-06&spr=https&st=2026-11-12T17%3A49%3A49Z&se=2026-11-12T18%3A49%3A49Z&sr=c&sp=r&sig=Tp0NVyrglNTLzv2GRUj%2Bc9RRM%2Fxk4b%2FKJyfqInKOG28%3D) - **Private Notes:** Add internal notes that will not be sent to the submitter of the form - **Email Address:** Enter the email address of the user who will be sent an email with the notification notes - **Notification Notes:** Add notes that will be sent to the user that submitted the form 2. Click **Confirm** to send an email with the notes to the specified user ![The Confirm button on the Reopen Approval screen.](https://cdn.us.document360.io/17dc564a-8310-4f61-b929-1bd73b36e158/Images/Documentation/Approvals,%20Reopen%20Confirm%20-%20PADS.png?sv=2026-02-06&spr=https&st=2026-11-12T17%3A49%3A49Z&se=2026-11-12T18%3A49%3A49Z&sr=c&sp=r&sig=Tp0NVyrglNTLzv2GRUj%2Bc9RRM%2Fxk4b%2FKJyfqInKOG28%3D) 11. To **Deny** an approval: 1. Fill out the **Deny Approval** fields ![Deny approval form with options for private notes and notification settings.](https://cdn.us.document360.io/17dc564a-8310-4f61-b929-1bd73b36e158/Images/Documentation/Approvals,%20Deny%20Fields%20-%20PADS.png?sv=2026-02-06&spr=https&st=2026-11-12T17%3A49%3A49Z&se=2026-11-12T18%3A49%3A49Z&sr=c&sp=r&sig=Tp0NVyrglNTLzv2GRUj%2Bc9RRM%2Fxk4b%2FKJyfqInKOG28%3D) - **Private Notes:** Add internal notes that will not be sent to the submitter of the form - **Notification:** Choose whether or not to notify the user who submitted the form and/or additional parties - **Email Addresses:** Enter the email addresses of the users who will be sent an email with the notification notes - **Notification Notes:** Add notes that will be sent to the user who submitted the form 2. Click **Deny![The Deny button on the Deny Approval screen.](https://cdn.us.document360.io/17dc564a-8310-4f61-b929-1bd73b36e158/Images/Documentation/Approvals,%20Deny%20Confirmation%20-%20PADS.png?sv=2026-02-06&spr=https&st=2026-11-12T17%3A49%3A49Z&se=2026-11-12T18%3A49%3A49Z&sr=c&sp=r&sig=Tp0NVyrglNTLzv2GRUj%2Bc9RRM%2Fxk4b%2FKJyfqInKOG28%3D)** ## Related - [Configure Approvals Solution](/configure-approvals-solution.md) - [Add an Approval Flow to a Form](/add-an-approval-flow-to-a-form.md)