Approval workflows on Umbraco

An approval task pauses a workflow until an authorized user claims, approves, rejects, forwards, or comments on the task. The selected outcome then follows the corresponding BPMN path.

Build an approval path

Open Workflow for the form.
In the simple editor, add Approval, or add a User Task in Advanced BPMN.
Configure candidate roles or candidate users.
Set the due time and the submission status for approved and rejected outcomes.
Connect both outcomes to the intended next steps.
Validate, test, and apply the workflow.

Assignment behavior

Configuration	Result
One candidate user	The task is assigned directly to that user
Several candidate users	The task remains available for an eligible user to claim
Candidate role	Eligible members share a role queue until one claims it

Workflow identity uses the authenticated Umbraco identity plus the roles available to MegaForm's workflow directory. Create the required users and role mappings before applying the workflow, then test with a non-administrator account.

Work with an approval

Open the submission from MegaForm → Submissions. The detail surface shows responses plus Details, History, and Workflow information when the submission has a workflow task.

Claim reserves a shared task for the current user.
Approve completes the approved outcome.
Reject completes the rejected outcome and may require a comment.
Forward assigns the task to another eligible user.
Comment records context without completing the task.

Every action is recorded in history. After an approval, MegaForm resumes at the next BPMN node and may create another approval task.

Email and due dates

Task email requires MegaForm → Settings → Email Settings. A missing mail configuration does not prevent the task from existing, but the assignee may not receive a notification.

Use due times for operational visibility and escalation. Test overdue behavior in a non-production workflow before relying on it for a service-level commitment.

Troubleshooting