--- title: "View and Manage Assigned Approvals" slug: "view-and-manage-assigned-approvals" description: "Manage your approvals efficiently! View pending approvals, request clarifications, and track statuses all in one place. Streamline your workflow today!" updated: 2026-10-14T17:51:28Z published: 2026-10-14T17:51:28Z canonical: "www.civicplus.help/view-and-manage-assigned-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. # View and Manage Assigned Approvals This article will show you how to see a list of your pending approvals, approvals that require clarification, and approvals where the clarification has been received. From the Approvals screen, you can manage all the approvals that have been assigned to you. > [!NOTE] > Important Notes > > - Users will first need to be [added to the Approvals solution](/process-automation/docs/configure-approvals-solution) to be assigned to approval workflows. > - Users with Administrator access for Approvals will also be able to [view all current and past approvals](/process-automation/docs/administration-approvals). > - You can also view the current approval status on the [Workflows Status window of the Submissions screen](/process-automation/docs/view-and-extract-form-submission-history). [Embedded content](https://www.iorad.com/player/1788459/CivicOptimize--View---Manage-Assigned-Approvals-Practice-Tutorial) ## View Assigned Approvals 1. [Log in to your site](/process-automation/docs/sign-in-to-your-site) 2. Navigate to the **Approvals** tab ![The Approvals option in the navigation menu.](https://cdn.us.document360.io/17dc564a-8310-4f61-b929-1bd73b36e158/Images/Documentation/Approvals%20Menu%20-%20PADS.png?sv=2026-02-06&spr=https&st=2026-11-12T17%3A16%3A36Z&se=2026-11-12T18%3A16%3A36Z&sr=c&sp=r&sig=ruWpqOXc%2F1TdJuuhLeUyeEnobxFfUUoiD2qA%2FV1v%2BCU%3D) 3. Click **Launch** and log in with a valid approver account![The Launch button on the Approvals page.](https://cdn.us.document360.io/17dc564a-8310-4f61-b929-1bd73b36e158/Images/Documentation/Launch Approvals - PADS.png?sv=2026-02-06&spr=https&st=2026-11-12T17%3A16%3A36Z&se=2026-11-12T18%3A16%3A36Z&sr=c&sp=r&sig=ruWpqOXc%2F1TdJuuhLeUyeEnobxFfUUoiD2qA%2FV1v%2BCU%3D) 4. View the list of your approvals and use the filters at the top to find an approval ![Approval interface showing search bar and pet license renewal details.](https://cdn.us.document360.io/17dc564a-8310-4f61-b929-1bd73b36e158/Images/Documentation/Approval%20Search%20and%20Filters%20-%20PADS.png?sv=2026-02-06&spr=https&st=2026-11-12T17%3A16%3A36Z&se=2026-11-12T18%3A16%3A36Z&sr=c&sp=r&sig=ruWpqOXc%2F1TdJuuhLeUyeEnobxFfUUoiD2qA%2FV1v%2BCU%3D) - **Search:** Search for a form name, approval title, Submission ID, or External ID - **Step:** Sort by a specific approval step - **Status:** Select an approval status for a submission - **Awaiting Approval:** The submission is waiting to be approved - **Clarification Requested:** An email has been sent to the submitter requesting clarification - **Clarification Received:** A response has been received from the submitter after requesting clarification - **Payment:** Filter the list to display only approvals that include payments. 5. Select an approval to open it ![Overview of pet license renewals with approval status and unique identifiers displayed.](https://cdn.us.document360.io/17dc564a-8310-4f61-b929-1bd73b36e158/Images/Documentation/Select%20Approval%20-%20PADS.png?sv=2026-02-06&spr=https&st=2026-11-12T17%3A16%3A36Z&se=2026-11-12T18%3A16%3A36Z&sr=c&sp=r&sig=ruWpqOXc%2F1TdJuuhLeUyeEnobxFfUUoiD2qA%2FV1v%2BCU%3D) 6. If needed, click **Add Note** to include additional information on an approval step ![Interface showing pet license approval with an option to add notes.](https://cdn.us.document360.io/17dc564a-8310-4f61-b929-1bd73b36e158/Images/Documentation/Approvals,%20Add%20Note%20-%20PADS.png?sv=2026-02-06&spr=https&st=2026-11-12T17%3A16%3A36Z&se=2026-11-12T18%3A16%3A36Z&sr=c&sp=r&sig=ruWpqOXc%2F1TdJuuhLeUyeEnobxFfUUoiD2qA%2FV1v%2BCU%3D) > [!WARNING] > **Note**: > > Approvers are able to include additional notes at any point in the approval process. There is no limit to the number of notes or the amount of information that can be added to notes. Approvers have the ability to add notes to steps that are assigned to their group. Approvers can also modify or delete notes from any approver in their group. 7. If you configured [editable form elements](/process-automation/docs/add-editable-approval-elements-to-a-form), edit the fields as needed ![Pet license approval form showing internal-use fields for license number, assignee, status, and notes.](https://cdn.us.document360.io/17dc564a-8310-4f61-b929-1bd73b36e158/Images/Documentation/Internal%20Use%20Only%20Fields%20on%20Approval%20Step%20-%20PADS.png?sv=2026-02-06&spr=https&st=2026-11-12T17%3A16%3A36Z&se=2026-11-12T18%3A16%3A36Z&sr=c&sp=r&sig=ruWpqOXc%2F1TdJuuhLeUyeEnobxFfUUoiD2qA%2FV1v%2BCU%3D) 8. Review the submission and choose to [Approve](/process-automation/docs/view-and-manage-assigned-approvals#approve-a-submission), [Seek Clarification](/process-automation/docs/view-and-manage-assigned-approvals#seek-clarification-on-a-submission), or [Deny](/process-automation/docs/view-and-manage-assigned-approvals#deny-a-submission)![Pet license renewal form with options to approve, seek clarification, or deny.](https://cdn.us.document360.io/17dc564a-8310-4f61-b929-1bd73b36e158/Images/Documentation/Review%20Submission%20-%20PADS.png?sv=2026-02-06&spr=https&st=2026-11-12T17%3A16%3A36Z&se=2026-11-12T18%3A16%3A36Z&sr=c&sp=r&sig=ruWpqOXc%2F1TdJuuhLeUyeEnobxFfUUoiD2qA%2FV1v%2BCU%3D) > [!WARNING] > Note: > > If an approver made edits to fields in an approval step the only option will be to approve, they can't seek clarification or deny the submission. It can then go to the next step in the approval process and that approver can seek clarification and send it back to the submitter. The submitter will see any changes that were made to fields that are not hidden to submitters. --- ## Approve a Submission 1. [Open the submission](/process-automation/docs/view-and-manage-assigned-approvals#view-assigned-approvals) 2. Select the **Approve** button to approve the submission ![Buttons for approving, seeking clarification, or denying a street address entry.](https://cdn.us.document360.io/17dc564a-8310-4f61-b929-1bd73b36e158/Images/Documentation/Approve%20Submission%20-%20PADS.png?sv=2026-02-06&spr=https&st=2026-11-12T17%3A16%3A36Z&se=2026-11-12T18%3A16%3A36Z&sr=c&sp=r&sig=ruWpqOXc%2F1TdJuuhLeUyeEnobxFfUUoiD2qA%2FV1v%2BCU%3D) 3. Fill out the **Confirm Approval** fields ![A confirmation dialog for private notes with options to notify users.](https://cdn.us.document360.io/17dc564a-8310-4f61-b929-1bd73b36e158/Images/Documentation/Confirm%20Approval%20-%20PADS.png?sv=2026-02-06&spr=https&st=2026-11-12T17%3A16%3A36Z&se=2026-11-12T18%3A16%3A36Z&sr=c&sp=r&sig=ruWpqOXc%2F1TdJuuhLeUyeEnobxFfUUoiD2qA%2FV1v%2BCU%3D) - **Private Notes:** If needed, add notes that **will not** be sent to the submitter of the form and additional parties - **Would you like to notify the user who submitted this form and/or additional parties?:** Choose whether or not to notify users that the submission has been approved ![Confirmation dialog for notifying users about form submission and additional parties.](https://cdn.us.document360.io/17dc564a-8310-4f61-b929-1bd73b36e158/Images/Documentation/Confirm%20Approval,%20Notify%20User%20-%20PADS.png?sv=2026-02-06&spr=https&st=2026-11-12T17%3A16%3A36Z&se=2026-11-12T18%3A16%3A36Z&sr=c&sp=r&sig=ruWpqOXc%2F1TdJuuhLeUyeEnobxFfUUoiD2qA%2FV1v%2BCU%3D) - **Email Addresses:** If you choose to notify, the email address will automatically populate if the user was authenticated when they submitted the form. If the user was not authenticated, the email address will need to be copied from the form submission. If the user was not authenticated and did not include their email address in the form, then the submitter was anonymous and can not be contacted. - **Notification Notes:** If needed, add Notification Notes that **will be** sent to the user who submitted the form 4. Click **Approve** to confirm ![A button labeled 'Approve' is highlighted next to a 'Cancel' option.](https://cdn.us.document360.io/17dc564a-8310-4f61-b929-1bd73b36e158/Images/Documentation/Approve%20Button%20-%20PADS.png?sv=2026-02-06&spr=https&st=2026-11-12T17%3A16%3A36Z&se=2026-11-12T18%3A16%3A36Z&sr=c&sp=r&sig=ruWpqOXc%2F1TdJuuhLeUyeEnobxFfUUoiD2qA%2FV1v%2BCU%3D) --- ## Seek Clarification on a Submission 1. [Open the submission](/process-automation/docs/view-and-manage-assigned-approvals#view-assigned-approvals) 2. Select **Seek Clarification** to request information from the original submitter ![The Seek Clarification button on a form submission.](https://cdn.us.document360.io/17dc564a-8310-4f61-b929-1bd73b36e158/Images/Documentation/Approvals,%20Seek%20Clarification%20-%20PADS.png?sv=2026-02-06&spr=https&st=2026-11-12T17%3A16%3A36Z&se=2026-11-12T18%3A16%3A36Z&sr=c&sp=r&sig=ruWpqOXc%2F1TdJuuhLeUyeEnobxFfUUoiD2qA%2FV1v%2BCU%3D) > [!WARNING] > **Note**: > > In this case, the submitter will need to be known. 3. Fill out the clarification fields ![Payment clarification required with email and notification notes sections highlighted.](https://cdn.us.document360.io/17dc564a-8310-4f61-b929-1bd73b36e158/Images/Documentation/Approvals,%20Clarification%20Fields%20-%20PADS.png?sv=2026-02-06&spr=https&st=2026-11-12T17%3A16%3A36Z&se=2026-11-12T18%3A16%3A36Z&sr=c&sp=r&sig=ruWpqOXc%2F1TdJuuhLeUyeEnobxFfUUoiD2qA%2FV1v%2BCU%3D) - **Private Notes:** Add internal notes that will never be sent to the user who submitted the form - **Email Address:** This email address will receive a notification with the notification notes - **Preset Response:** If configured for the [approval flow on the form](/process-automation/docs/add-an-approval-flow-to-a-form), you can select a preset response to populate the notification notes - **Notification Notes:** Enter the notes to send to the user who submitted the form - **Skip payment:** If the user made a payment as part of this submission, requesting clarification may require them to make another payment. You can prevent an additional payment by ticking the checkbox. 4. Click **Confirm**![Notification notes section displaying an invalid address error and confirmation button.](https://cdn.us.document360.io/17dc564a-8310-4f61-b929-1bd73b36e158/Images/Documentation/Approvals,%20Confirm%20Clarification%20-%20PADS.png?sv=2026-02-06&spr=https&st=2026-11-12T17%3A16%3A36Z&se=2026-11-12T18%3A16%3A36Z&sr=c&sp=r&sig=ruWpqOXc%2F1TdJuuhLeUyeEnobxFfUUoiD2qA%2FV1v%2BCU%3D) > [!WARNING] > **Note**: > > This will email the original submitter with a link to the form pre-filled with their initial submission data. The email body will also include your note, specifying what requires clarification. --- ## Deny a Submission 1. [Open the submission](/process-automation/docs/view-and-manage-assigned-approvals#view-assigned-approvals) 2. Select to **Deny** the form submission ![The Deny button on a form submission.](https://cdn.us.document360.io/17dc564a-8310-4f61-b929-1bd73b36e158/Images/Documentation/Approvals,%20Deny%20-%20PADS.png?sv=2026-02-06&spr=https&st=2026-11-12T17%3A16%3A36Z&se=2026-11-12T18%3A16%3A36Z&sr=c&sp=r&sig=ruWpqOXc%2F1TdJuuhLeUyeEnobxFfUUoiD2qA%2FV1v%2BCU%3D) 3. Fill out the fields ![Confirmation dialog for denying a request with options for private notes and notifications.](https://cdn.us.document360.io/17dc564a-8310-4f61-b929-1bd73b36e158/Images/Documentation/Approvals,%20Confirm%20Deny%20-%20PADS.png?sv=2026-02-06&spr=https&st=2026-11-12T17%3A16%3A36Z&se=2026-11-12T18%3A16%3A36Z&sr=c&sp=r&sig=ruWpqOXc%2F1TdJuuhLeUyeEnobxFfUUoiD2qA%2FV1v%2BCU%3D) - **Private Notes:** Add internal notes that will never be sent to the user who submitted the form - **Notification:** Check if you would like to notify the user who submitted the form or additional parties ![Form notification settings with email input and notes section for user communication.](https://cdn.us.document360.io/17dc564a-8310-4f61-b929-1bd73b36e158/Images/Documentation/Approvals,%20Deny%20Notification%20-%20PADS.png?sv=2026-02-06&spr=https&st=2026-11-12T17%3A16%3A36Z&se=2026-11-12T18%3A16%3A36Z&sr=c&sp=r&sig=ruWpqOXc%2F1TdJuuhLeUyeEnobxFfUUoiD2qA%2FV1v%2BCU%3D) - **Email Address:** This email address will receive a notification with the notification notes - **Preset Response:** If configured for the [approval flow on the form](/process-automation/docs/add-an-approval-flow-to-a-form), you can select a preset response to populate the notification notes - **Notification Notes:** Enter the notes to send to the user who submitted the form 4. Click **Deny** to confirm ![Confirmation dialog for denying a request with options for private notes and notifications.](https://cdn.us.document360.io/17dc564a-8310-4f61-b929-1bd73b36e158/Images/Documentation/Approvals,%20Deny%20Confirmation%20Button%20-%20PADS.png?sv=2026-02-06&spr=https&st=2026-11-12T17%3A16%3A36Z&se=2026-11-12T18%3A16%3A36Z&sr=c&sp=r&sig=ruWpqOXc%2F1TdJuuhLeUyeEnobxFfUUoiD2qA%2FV1v%2BCU%3D) Identification or Identifier. ## Related - [Add an Approval Flow to a Form](/add-an-approval-flow-to-a-form.md) - [Configure Approvals Solution](/configure-approvals-solution.md) - [Administration Approvals](/administration-approvals.md)