This article walks through how to review, approve, or reject a form submission in Equip from the approver’s perspective. Form approvals help ensure documentation is accurate, complete, and compliant before becoming part of a participant’s official record.
👤 Who Can Approve Forms
You can approve a form if either of the following is true:
You are explicitly assigned as an approver on the form
You are an Admin (Equipper) with Forms approval permissions
📝 Note: Being able to view form responses does not automatically grant approval rights.
🔔 How You Know a Form Needs Approval
When a form that requires approval is submitted, approvers may be notified through:
A notification (see notification bell in the top right)
An email notification
A Pending Approval status shown on the form response
You can also locate pending forms manually from the Forms area.
📍 Where to Find Forms Pending Approval
All pending form responses are accessed through the Forms Library.
To locate a pending form:
Click Forms in the left-hand navigation
Find the form (scroll or use search)
Click Responses
Select a response marked Pending Approval
✅ How to Approve a Form
Step 1: Open the Form Response
From the Forms Library:
Click Forms in the left-hand navigation
Select the form
Click the response you want to review
You can review:
Submitted answers
Uploaded files
Required signatures
Submission details (who submitted it and when)
🔒 Form responses are read-only for approvers.
Step 2: Review the Submission
Before approving, confirm that:
All required questions are completed
Uploaded documents are correct
Required signatures are present
The information meets your organization’s documentation standards
Step 3: Approve the Form
Scroll to the bottom of the response and click Approve.
Approving the form:
Finalizes and locks the response
Changes the status to Approved
Adds the form to the participant’s page as completed documentation
Includes the form in reporting and compliance workflows
📌 What Happens After Approval
Once approved:
The status changes from Pending Approval to Approved
The form appears on the participant’s page
Approval metadata (approver name and timestamp) is recorded
The response becomes eligible for reporting, audits, and compliance review
🚫 Approved forms cannot be edited or unapproved.
⚠️ Important Rules to Know
Approvals are permanent
Approved forms cannot be changed or reversed.
Approvers cannot edit submissions
If changes are needed, reject the form.
Pending forms are not official documentation
Only approved forms are treated as finalized records.
Rejected forms are not visible as completed
They must be corrected and resubmitted for approval.
🛠️ Common Issues & Troubleshooting
I don’t see the Approve button
You may not be assigned as an approver
Your role may not include Forms approval permissions
I can see the form, but it’s not on the participant’s page
The form is likely still Pending Approval
Only approved forms appear as completed documentation
📝 Equip Tip:Treat approvals as a compliance sign-off, not a formality. Take time to review attachments, signatures, and clarity—clear rejection reasons help submitters correct issues faster and keep documentation moving forward.