Google Forms approval workflow with email routing

Quick answer

Use Google Forms for the request, the linked Google Sheet for the workflow record, and FormFlow for reviewer emails, approve/reject links, Preflight, and approval status tracking.

Best fit

Lightweight operational approvals

Use it for leave requests, purchase requests, access requests, event applications, and internal submissions that need one clear decision path.

Not for

Enterprise workflow platforms

Do not use it as a procurement suite, ticketing system, CRM, legal approval platform, or compliance system.

Manual workaround

Forward each response manually

You can watch the response sheet, copy the submitted details, email reviewers, and write the result back into a status column. This works for very low volume, but it is easy to miss a request or lose the decision trail.

Build Apps Script yourself

A custom script can send approval emails and update the sheet, but someone must maintain authorization, triggers, email templates, error handling, and reviewer links.

FormFlow setup path

Open the Google Form that collects the request details.
Install FormFlow from Google Workspace Marketplace.
Open FormFlow from the form editor and select the linked response spreadsheet.
Add one internal approver email address for the first workflow.
Save the approval configuration.
Run Preflight and fix any missing sheet, email, or configuration warning.
Submit one internal test response and confirm the reviewer email arrives.
Click approve or reject, then verify the linked Sheet status changed.

What to include in the form

Requester

Email or name

Collect enough context for a reviewer to know who made the request and where the result should go.

Request

Clear decision fields

Ask for the item, amount, date, reason, or document that the reviewer needs to approve or reject.

Reviewer

Simple approver rule

Start with one approver first. Add more routing only after the first approval path works reliably.

Status

Linked Sheet record

Keep the response sheet as the operational record so support can diagnose status and email issues.

Limits and cautions

Test with copied or internal data before routing production requests.
Approval emails depend on the Google account and Workspace email environment.
Google Forms is not a live transaction database; keep workflows small and auditable.
Use support before requesting a review if email delivery, Preflight, or Sheet status does not match the expected result.

Next steps

FormFlow overviewInstall path, boundaries, and first-run proof.
First workflow testCheck linked Sheet selection, one approver, Preflight, and one decision.
Approve by emailUnderstand the reviewer email and Sheet status update path.

FAQ

Can I create an approval workflow with Google Forms?

Yes, but Google Forms alone only collects submissions. FormFlow adds reviewer emails, approve/reject decisions, and linked-sheet approval status.

Should I test with live requests?

No. Start with one internal test response so you can confirm email delivery, decision links, and status tracking before launch.

When should I ask for a Marketplace review?

Ask only after the first approval test works. If anything is unclear, send support context first.

Build a Google Forms approval workflow with email routing