Collect & review
Approval workflows
Score responses against pre-defined answers and approve or reject them automatically.
Approval workflows (Pro) turn your form into an automatic screener: applications, quizzes, pre-qualifications, memberships.
How scoring works
- You define criteria — expected answers for specific questions.
- Each criterion is worth points. A criterion can also be a must-have (knock-out).
- When a response arrives, every criterion is checked:
- matching criteria add their points to the score;
- a failing must-have rejects the response no matter the score.
- The response is approved when the score reaches your minimum (as a percentage of the maximum, or as points) and all must-haves pass. Otherwise it is rejected.
Scoring is instant and happens on the server; respondents never see your expected answers.
Set it up
- Open your form and go to the Approval tab.
- Switch Enable automatic approval on.
- Click Add criterion, pick a question, an operator (see operators) and the expected value.
- Set the points, and tick Must-have for knock-out rules.
- Choose the minimum: e.g. 60% or 5 points.
- Publish.
Example: job application
| Criterion | Points | Must-have |
|---|---|---|
| Authorized to work is Yes | 0 | ✓ |
| Total years is at least 3 | 3 | |
| Skills contains TypeScript | 2 | |
| Skills contains SQL | 1 |
Minimum: 60%. A candidate with 5 years and TypeScript scores 5/6 (83%) → approved. A candidate without work authorization is rejected, whatever their score.
Repeated answers
For questions inside repeating groups (e.g. years in each position), choose whether any entry or all entries must match.
Show the result (or not)
- Show result to respondents — after submitting, people see Approved or Not approved with your custom message.
- Show score — also show “8 / 10 (80%)”. Great for quizzes.
- Leave both off to decide privately and contact people yourself.
Review and override
Every response shows its decision, score and which criteria matched. You can approve or reject manually with a note, or reset to the automatic decision. Overrides trigger the response.approval_changed webhook.
Tips
- Use must-haves for legal or hard requirements, points for preferences.
- Give criteria a label; it appears in the response view and exports.
- Test with the preview before publishing.
- Where the law requires human review of automated decisions, keep results private and review approvals manually.