Overview of Review Workflow
The Review Workflow feature enables a multi-step approval process for form submissions. Instead of forms going directly to Smartsheet, they can be reviewed, given feedback, and approved by designated reviewers first.
Key Benefits:
- Catch errors before they reach your Smartsheet
- Provide field-specific feedback to submitters
- Maintain complete audit trail of all changes
- Automated email notifications at each step
- Role-based access control
Workflow Steps:
- Submit for Review: Form submitter fills out and submits the form for review
- Review & Feedback: Reviewer examines submission and provides feedback
- Update & Resubmit: Submitter makes corrections based on feedback
- Approve & Submit: Reviewer approves and submits to Smartsheet
Setting Up Review Workflow
Step 1: Enable Review Workflow
- Navigate to your portal and open the page with your form widget
- Click the widget settings (gear icon)
- In the General tab, locate "Enable Review Workflow"
- Toggle the switch to enable the feature
Note: Review workflow requires cloud storage. When you enable review workflow, the form will automatically switch to cloud storage mode.
Step 2: Configure Storage Settings
The review workflow requires specific storage settings:
- Form Instance Storage Type: Must be set to "Cloud"
- Enable Autosave: Recommended for better user experience
- Cloud Autosave Method: Choose between manual or automatic
Step 3: Set Display Name Column
Choose which form field will be used as the display name for submissions. This helps reviewers quickly identify forms in their review queue.
Configuring Permissions
Understanding Roles
The review workflow uses role-based permissions to control who can perform each action:
Submitter Roles
Users who can fill out forms and submit them for review. They cannot submit directly to Smartsheet.
Reviewer Roles
Users who can review submissions, provide feedback, request changes, and approve forms for final submission.
Setting Up Roles
- In the widget settings, go to the Advanced section
- Select roles for "Submitter Roles" (who can submit for review)
- Select roles for "Reviewer Roles" (who can review and approve)
- Optionally, specify individual users instead of roles
Additional Settings
- Allow Reviewer Edits: Enable if reviewers should be able to edit form data directly
- Require Reviewer Comments: Make comments mandatory when requesting changes
- Allow Reassignment: Let reviewers assign submissions to other reviewers
Email Notification Setup
Configuring Email Templates
Customize email notifications sent at each workflow step:
Available Placeholders:
{formName} - Name of the form{submitterName} - Person who submitted the form{instanceName} - Display name of the submission{submissionLink} - Direct link to review the form{portalName} - Name of your portal{reviewerName} - Name of the assigned reviewer
Email Message Examples
Submitted for Review:
New submission: {formName} by {submitterName}
{instanceName} - {submissionLink}Needs Updates:
{formName} requires updates from {reviewerName}
{instanceName} - {submissionLink}Guide for Form Submitters
Submitting a Form for Review
- Fill out all required fields in the form
- Click "Submit for Review" button (instead of direct submit)
- Wait for email notification about your submission status
Responding to Feedback
- Click the link in the email notification
- Review the feedback provided by the reviewer
- Look for field-specific feedback marked with indicators
- Make the requested changes
- Click "Resubmit for Review"
Tip: The form automatically saves your progress, so you can return later to complete updates.
Guide for Reviewers
Accessing Submissions
- Click the link in the email notification
- The form opens in review mode automatically
- Toggle between View and Edit modes as needed
Providing Feedback
Field-Level Feedback:
- Click the feedback icon next to any field
- Enter specific instructions for that field
- Mark feedback as resolved when addressed
General Feedback:
- Use the general feedback area for overall comments
- Provide clear, actionable instructions
- Include any relevant attachments
Review Actions
- Request Changes: Send back with feedback for corrections
- Approve: Mark as approved (ready for Smartsheet)
- Approve & Submit: Approve and immediately submit to Smartsheet
- Save Draft: Save your review progress without changing status
Best Practices
For Administrators
- Set clear role definitions to avoid confusion
- Use descriptive display name columns for easy identification
- Configure meaningful email templates with all relevant placeholders
- Test the workflow with a small group before full rollout
- Document your review criteria for consistency
For Reviewers
- Provide specific, actionable feedback
- Use field-level feedback for precision
- Review submissions promptly to maintain workflow efficiency
- Be consistent in your review standards
- Use the edit mode sparingly - prefer feedback over direct edits
For Submitters
- Double-check your form before submitting for review
- Respond to feedback promptly
- Read all feedback carefully before making changes
- Use the autosave feature to avoid losing work
- Ask for clarification if feedback is unclear
Troubleshooting
Email notifications not arriving
- Check spam/junk folders
- Verify email addresses in user profiles
- Ensure "Enable Email Notifications" is turned on
- Check that reviewer/notification users are configured
Submit button shows wrong text
- Verify user has correct role assigned
- Check form storage is set to "Cloud"
- Ensure review workflow is enabled
- Clear browser cache and reload
Can't see review options
- Confirm you have reviewer role/permissions
- Check the form is in reviewable status
- Ensure you're accessing via the email link
- Try a different browser or incognito mode
Form won't save in review mode
- Check if form is in a locked status (approved/submitted)
- Verify you have edit permissions as reviewer
- Ensure "Allow Reviewer Edits" is enabled
- Check browser console for errors