Create an Approval Process in Airtable

Building a Simple Approval Process in Airtable

If you're ready to streamline your workflow, Airtable makes it easy to design a custom approval process that fits your team’s needs. In this post, we’ll walk through how to create a three-step approval system using a single table, formulas, and interfaces—all without writing a single line of code.

Let’s explore how you can set up a clear, multi-stage approval workflow in just a few minutes.

Why Approval Workflows Matter

Approvals are often bottlenecks in business processes. Without a defined system, requests can get lost in email threads or lack accountability. Airtable allows you to centralize approvals, ensure transparency, and make it clear when requests are pending, approved, or rejected.

Key Components of the Approval System

Here’s how the approval setup comes together inside Airtable:

• Request Table: Store key details like requester, item URL, amount, and date created.
• Decision Fields: Three single-select fields that allow managers to mark each step as Pending, Approved, or Rejected.
• Status Formula: A formula that evaluates all decisions to return an overall status of Approved, Rejected, or Pending.
• Interfaces: Role-specific views that show requesters only their submissions, while decision makers see only the items they need to act on.

Applying the Process in Practice

Here’s an example of how the workflow might function in a budget request scenario:

• A team member submits a purchase request with item details and cost.
• The first manager reviews and approves or rejects the request.
• If approved, the request automatically appears in the second manager’s interface for review.
• After three decision points, the formula updates the final status—providing a clear audit trail of approvals.

This structured approach ensures visibility, prevents skipped steps, and keeps everyone aligned on the decision-making process.