Form builders can add an Approval page to any intake form and designate who needs to sign off — so requests can't move forward until the right person says yes.
Note: This feature is not available for Legacy Forms.
Adding an Approval Page to a Form
In the form builder, add a page and set its Page Type to Approval. This turns that page into a sign-off gate — the request can't move forward until someone you designate reviews and approves it. Assign one or more approvers (any Learning Team user) when you configure the page.
Admins and Power Users:
Go to Settings > Configurations > Intake > Request Forms, then open an existing form or create a new one.
In the Form Builder tab, add a page. (Note: the first page of a form can't be set as an approval page.)
Click the gear icon on the page to open Page Component.
Under Display > Page Type, select Approval.
Assign one or more approvers in the Approver field, then click Save.
Submitting a Request for Approval
The requester's initial submission moves the request to In Review. To trigger the approval gate, the requester must reopen the request and click Submit for Approval — this step moves it into Pending Page Approval.
Once a decision is made, the request moves to In Review (if Approved) or Declined (if Declined), and the requester is notified of the outcome.
Approving or Declining a Request
Designated approvers are notified when a request needs their sign-off. They can review and approve or decline directly on the request — no need to leave Cognota. The first approver to act resolves the gate.
Once a decision is made, the request shows a read-only record of who approved or declined it, and when.
Reversing a Decision
Admins and designated approvers can reverse a page-level Decline back to Approved at any time (except on canceled or archived requests).
Notifications
Submit for Approval notifies all designated approvers (in-app + email), excluding the person who submitted and any deactivated approvers.
Approve, Decline, or Decline→Approved notifies the requester and request owner(s) (in-app + email). Approvers don't receive outcome notifications unless they're also the requester or an owner.
Good to Know
Approval pages are not available for legacy forms.
Only Learning Team users can be designated as approvers — a page set to Approval can't be saved without at least one.
The approval page itself is hidden from business users and requesters while pending — only Admins and designated approvers can see it. Anything after a declined gate stays hidden until it's been Approved and moved back to In Review status.
The audit record reflects the current decision only — it updates if a decision changes, but doesn't keep a running history.