Tracking Requests
All users can track the status of individual requests using the hyperlinked Request # at the top of email notifications they receive. Clicking on the request number will open the tracking page for that specific request, where you can view its current status, form submission details, approvals and signatures.
Administrators (and non administrators who are part of a Team plan) can manage their forms via the My Forms page. From My Forms, you can see all forms you have connected to the add-on. Selecting a form will take you to the tracking page for that form, where you can see and manage requests.
The tracking page allows you to:
- View the status of all requests and filter by status, request number, requestor, recipient, recipient status, or date range.
- View form submission details, approvals and signatures for each request using a table or timeline view.
- Send reminders to recipients who have not yet responded (individually or in bulk).
- Amend recipients on in-flight requests.
- Resend past notifications.
- Cancel requests (individually or in bulk).
- Export a PDF summary of completed requests.
Administrators and anyone with access to the spreadsheet (linked to the Google Form) can also review the status of requests from the spreadsheet in the Detailed Approval Records sheet or the Form Responses sheet.
Manual changes to these sheets can disrupt the add-on. Where possible, always use the tracking page.
The following steps describe how to amend a recipient on an in-flight request.
Steps to amend a recipient:
- Open your My Forms page.
- Locate and select the relevant form.
- Locate and select the relevant request.
- Click on the pencil icon next to the recipient you want to amend.
Note, the above steps will amend a recipient on in-flight requests only. If you also want to change the recipient for all future requests, make sure to update the recipient within your workflow settings as well.
The following steps describe how to resend notifications or send reminders.
Steps to resend a notification:
- Open your My Forms page.
- Locate and select the relevant form.
- Locate and select the relevant request.
- Next to the participant you want to resend the notification to, click the resend icon.
You can also send reminders in bulk by selecting multiple requests from the tracking table and clicking the reminder button. This is useful when you need to follow up on several outstanding requests at once.
The add-on records two types of statuses:
1. Overall Status
The status of the request as a whole.
| Status | Description |
|---|---|
| In progress | The request is awaiting the response of one or more recipients. |
| Complete | The request has been completed by all recipients. |
| Declined | The request was declined by a recipient. |
| More info requested | More information was requested by a recipient. |
| Cancelled | The request was cancelled by the Requestor or the Administrator. |
2. Recipient Status
The status of individual recipients, depending on the role of your recipient.
| Status | Description |
|---|---|
| Current | The request is currently awaiting the response of this recipient. |
| Waiting | The recipient is waiting for one or more previous recipients to respond before it will be sent to them. Only applicable to multi-level workflows. |
| Approved | The request was approved by this recipient. |
| Declined | The request was declined by this recipient. |
| More info requested | More information was requested by this recipient. |
| Signed | The request was signed by this recipient. |
| Recommended | The request was recommended by this recipient. |
| Not Recommended | The request was not recommended by this recipient. |
| Acknowledged | The request was acknowledged by this recipient. |
| Edited | The request was edited by this recipient. |
| Accepted | The request was accepted by this recipient and is waiting for them to action the task. |
| Actioned | The request was actioned by this recipient. |
What's next:
- Learn how to approve requests.
- Learn about Team plan features.