Approval flow

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


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About Approval flow

Approval flow is available on the following subscriptions:

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



  • 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:
    • Doesn't need review: Team members who are not part of the review process. This is the default setting, and it’s only applicable if others need review in the workspace.
    • Reviewer: Team members who are responsible for reviewing and approving drafts. Reviewers must have creator permissions.
    • 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 be assigned Approval flow settings. 
  • Approval flow works for all tests–unmoderated, Live Conversation, and surveys.

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 Success Manager or the UserTesting Support team.



How it works

Watch our video, or read the written steps below:

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 an audience group.
  2. They select the Request review button from the test launch page.
  3. The Reviewer will receive an email with a link notifying them that a draft needs review. This notification will also appear on the dashboard.
  4. The test plan is saved as a draft, and the status shows Submitted for review on the test list and 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. There will also be a notification on the dashboard.
    Note: If a creator modifies the draft after it's approved, it will have to be submitted for review again.



Assign Approval flow settings

Edit an existing team member's settings

  1. Choose Settings from the Account menu (your initials).
  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 Reviewers

Reviewers will review tests to ensure they follow team guidelines as well as general best practices established by your team. Reviewers should ask themselves:

  • Does the audience for this test use the saved screener questions (or saved audiences) that should be applied to every test your team runs?
  • Does the test plan use your team's standards for rating scales?
  • Does the test splan use your team's other standard metrics (if any)?
  • Does the Live Conversation schedule (if applicable) have any overlaps?

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



Assigning Approval flow settings

Can anyone review and approve a draft test?
Only team members explicitly designated as Reviewers can review and approve draft tests.


Who can be assigned as a Reviewer?
Reviewers must be team members who can edit and launch tests. Collaborators and Viewers cannot be assigned as Reviewers.


Who can be assigned as "Needs review"?
Approval flow settings, such as Needs Review, can be assigned to any team member with test creation permissions. This includes Creators or individuals with a Light, Standard, or Unlimited license. You can also assign some test creators as Needs Review and allow other test creators to launch on their own (without needing review).

Can team members have different Approval flow settings?
Yes, if they belong to multiple workspaces. Team members may be assigned different Approval flow settings for each workspace they belong to. After an individual joins a workspace, you can change the Approval flow setting for each of their workspaces.

What kind of tests are compatible with Approval flow?
Approval flow applies to all tests. This includes unmoderated, Live Conversation, survey, and Quick Answer tests.


After submitting for review

What happens if an assigned Reviewer can no longer review a draft?

Any Reviewer can review a draft by selecting the Review Test button, even if another Reviewer has been invited to review the draft. Only one Reviewer needs to approve the draft. As soon as one Reviewer approves the draft, the test creator will be able to launch it.


Can a test creator add more Reviewers after submitting a draft for review?

No. However, test creators can find another Reviewer to look at their draft by choosing Account Menu > Workspaces. From here, they can contact a team member with the Reviewer badge. Reviewers can access the draft they’ve been asked to review in the Drafts folder.


What happens if the draft needs to be updated?

Reviewers can update a test draft themselves and then approve it, or they can share the feedback outside the platform with the test creator, who can then make any edits. The Reviewer would then need to approve the draft before it can be launched.


After approval and launch

If any edits are made after a draft is approved, does it have to go through the Approval flow process again?

It depends. Before launch, if the Creator modifies the draft after it’s been approved, the draft will have to be submitted for review again. There are some exceptions. The Creator can change the test title or notification settings without requiring secondary approval.


If a test is reviewed and approved, do I need to run a pilot test?

Yes! A pilot test helps you know that the test is clear to actual participants and that you are getting the type of results you need to move your project forward. Always launch the test to one participant per audience before adding more participants.


If I add more participants after a pilot session, does the test need to be approved again?

No. Once a test has been approved and launched, more test participants can be added without requiring further approval.


If I change some questions after I launch the test, does the test need to be approved again?

No. By making edits after the initial launch, and re-launching the test to additional contributors, an additional review is not required.



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