Your Google Workspace administrator can set security policies that require certain flow actions to receive your explicit approval before running. When a flow reaches a step that requires approval, execution pauses until you review and approve the request.
Examples of steps that may require review:
- Sending messages to others: Steps like "Send an email" or "Post in a space."
- Modifying shared team files: Steps that add, update, or clear data in shared Google Docs, Sheets, or Drive folders.
- Calendar updates: Steps that set up meetings or add external guests.
When a flow triggers a step governed by an approval policy:
- The flow pauses before taking the action.
- You receive an approval request notification.
- The notification displays a security notice: “For security, flows that use this step require your approval”
- This lets you know the flow will pause for manual review while running.
- Once you approve the request, the flow completes the action. If you reject the request, the step is skipped and doesn't run.
On this page:
- Where to review approval requests
- Approve or reject a request
- How flow actions are displayed to recipients
- What happens when you share a flow
Where to review approval requests
When a flow step requires your review, you receive notifications across Google Workspace:
- Workspace Studio web app: A notification banner appears at the top of the Studio homepage. You can also click the Approvals tab at studio.workspace.google.com/approvals.
- Google Chat: You receive a direct message notification named after the flow. The message includes details and a direct link to review the approval item in Studio.
- Gmail and Google Chat side panel: A red notification badge appears on the Workspace Studio icon in your side panel. To open Studio and respond, click Review.
Approve or reject a request
- On your computer, go to studio.workspace.google.com/approvals.
- Optional: Filter your pending requests:
- Status: Select Pending, Approved, Rejected, Expire soon, or Expired.
- Product: Select Drive, Chat, Sheets, Docs, or Gmail.
- Find the approval item you want to review:
- To authorize the action, click Approve
.
- To decline the action, click Reject
.
- To authorize the action, click Approve
.
.How flow actions are displayed to recipients
When an approved flow step takes an action on your behalf, such as sending an email or posting a chat message, the message clearly identifies the flow as the Sender. For example, "[Name of your flow] for [Your Name]."
What happens when you share a flow
- Your approval stays with you: When a flow runs under your account, only you receive the approval request.
- Teammates approve their own flow copies: If a teammate makes a copy of your shared flow, any required approvals will go to them when their flow runs.