Approval flow

Approval flow ensures teams create tests that align with best practices by requiring a review and approval before the test is launched. 

This article applies to: ut logo tiny.pngUserTesting 


Approval flow is available on the following subscriptions:

Flex plan Seat-based plan
Essentials  Startup 
Advanced  Professional 
Ultimate  Premium 

On this page:




Key features

  • Approval flow can be set up to require-or not require-a team member to get their test reviewed and approved before being able to launch it.
  • Admins and Workspace Owners can assign Approval flow settings to different team members
    • Does not need review: Team members who are not part of the review process. This is the default setting.
    • Reviewer: Team members who are responsible for reviewing and approving drafts.
    • Needs review: Team members who can draft tests but need approval from a Reviewer before launch.
  • Only Account Admins and Workspace Owners can assign or edit Approval flow settings.
  • Team members may be assigned different Approval flow settings for each workspace they belong to.
  • Approval flow settings can only be assigned to team members with test creation permissions: Creators or members with a light, standard, or unlimited license.
  • Team members who cannot create tests, such as Viewers or Collaborators, or those with Collaboration-Only permission in the workspace, cannot participate in Approval Flow. 

Note: If you don't see the Approval Flow tab as an option and you would like to enable it on your account, contact your Customer Support Manager or email Support.



How it works

Approval flow is a two-part process:Notify_for_Approval.png

Part one

  1. The team member who needs review creates a test plan and audience group.
  2. Then, selects the Request review button.
  3. The Reviewer will receive an email with a link notifying them that a draft needs review.
  4. The test plan is saved as a draft, and the status shows Submitted for review on the Dashboard.

Part two

  1. After making any necessary changes, the Reviewer clicks Approve test.
    Note: Only one Reviewer can approve the draft.
  2. Once approved, the creator will receive an email that the test has been approved and can now be launched.
    Note: If a creator modifies the draft after it's approved, it will have to be submitted for review again.



Setting up approval flow

Edit an existing team member's settings

  1. Choose Settings from the Account menu.
  2. On the People tab, choose View Profile from the Options menu (...).
  3. Select the Approval flow tab, and choose the Approval flow setting for each workspace the team member is in.
  4. At least one team member has to be designated as a Reviewer. A warning symbol will appear if someone needs a review and there are no Reviewers in that workspace.

Assign settings when adding new team members

  1. When inviting new members with a creator role, or those with light, standard, or unlimited licenses, select an initial Approval flow setting.
  2. After the member joins, you can change the team member's Approval flow setting for each of their workspaces.



Guidance for approvers

Approvers will review tests to ensure they follow team guidelines as well as general best practices established by your team.

Review the test to ensure the tasks are clearly written and are in order. Also, check the test against these common mistakes.


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