Create a workflow

Open “Workflows” in the top navigation and select “New Workflow”. Administrators and basic members can both build workflows; requester accounts cannot.

The editor walks through three steps — “Details & fields”, “Approval flow” and “Publish & Access” — and refuses to move on until the current one is complete, so a half-built workflow can never go live.

Start with how the workflow is identified:

• Name — what requesters and approvers see, for example “Expense reimbursement”.
• Slug — the last part of the request link. Leave “Auto” ticked and it follows the name; it has to be unique in your organization.
• Description — optional, and shown above the form to explain what the request is for.

Then add the fields. Thirteen types are available: text, long text, number, email, website, phone, checkbox, select, radio, date, date range, time and file.

Every field has a title, a slug, an optional description and a “Required” switch. Beyond that each type brings its own settings — integer or float and lowest/highest allowed for numbers, the option list for select and radio, and file size, file count and allowed formats for uploads (20 MB per file is the ceiling). A preview beside the editor shows the form exactly as a requester will see it.

The step needs at least one valid field before it lets you continue.

Requests move through stages in the order you set them.

1. Add a stage and name it after the decision, not the person — “Manager”, “Finance”, “Legal”.
2. Add an approver group to the stage and choose “Any can approve” or “All must approve”.
3. Search for the people who sign off and add them to the group — up to ten per group.

“Allow rejection” decides whether the stage can turn a request down at all, and the “Approve label” and “Reject label” are the words on the buttons the approver actually sees — “Sign off” and “Send back” work as well as the defaults.

“Who can create requests” decides who may open the form:

• All users — everyone in the organization.
• Only specific people — the list you pick, and nobody else.
• Anyone with the link — the form is public; outsiders confirm their email and are recorded as requesters.

The “Access” list is a separate thing: it grants named people the right to edit the workflow or to see every request submitted through it. Administrators and the person who built it always have both.

“Save” keeps the workflow unpublished — a draft nobody can submit to. “Save & Publish” opens it for requests.

Once published, the workflow has its own address — your-org.approvehub.app/expense-reimbursement/ — which the workflow list will copy for you. Paste it into a channel, a wiki page or an email signature; there is nothing else to install.