Approval Block

Overview

What it does: Pauses your workflow until someone manually approves or declines it through a web link
When to use it: When you need human approval before continuing a workflow - like approving high-value deals, content publication, or sensitive operations
Business value: Adds human oversight to automated processes, ensuring critical decisions get proper review before execution


Quick Setup

Prerequisites

HubSpot workflow permissions
Access to approval links (sent via email, Slack, etc.)
An ApprovalStart action earlier in your workflow (provides the UUID)

Basic Configuration

    Add an ApprovalStart action first in your workflow
    Add this Approval Block action where you want the pause to occur
    Connect the UUID from ApprovalStart to this action's UUID field
    Optionally set an expiration time
    Test with a sample workflow run


Input Fields

Required Fields

UUID



Required


  • Type: Text
  • Description: The unique identifier from your ApprovalStart action that links the approval request to this block
  • How to set: Go to Insert Data panel → Action Properties → Action Outputs → ApprovalStart → The approval UUID
  • Example: a1b2c3d4-e5f6-7890-abcd-ef1234567890
  • Notes: This must match exactly with the UUID generated by your ApprovalStart action

Optional Fields

Expire Amount



Optional


  • Type: Number
  • Description: How long to wait before automatically declining the approval
  • Default: No expiration (waits indefinitely)
  • Example: 24 (for 24 hours), 5 (for 5 days)
  • Notes: Must be used together with Expire Unit

Expire Unit



Optional


  • Type: Dropdown
  • Description: The time unit for the expiration period
  • Options: Minutes, Hours, Days, Months
  • Example: Hours, Days
  • Notes: Only appears when Expire Amount is set


Common Use Cases

Use Case 1: Deal Approval Workflow

Scenario: High-value deals need manager approval before moving to closed-won
Setup:
  • UUID: [UUID from ApprovalStart]
  • Expire Amount: 48
  • Expire Unit: Hours
Result: Workflow pauses for up to 48 hours waiting for approval. If approved, deal moves forward. If declined or expired, deal stays in current stage.

Use Case 2: Content Publication Review

Scenario: Blog posts need editorial approval before publishing
Setup:
  • UUID: [UUID from ApprovalStart]
  • Expire Amount: 7
  • Expire Unit: Days
Result: Content stays in draft status for up to 7 days waiting for editorial review and approval.

Use Case 3: Immediate Approval Required

Scenario: Critical system changes need instant approval
Setup:
  • UUID: [UUID from ApprovalStart]
  • Expire Amount: 30
  • Expire Unit: Minutes
Result: Creates urgency with a 30-minute approval window before auto-declining.


How It Works

    Workflow Reaches Block: When the workflow hits this action, it immediately pauses
    Approval Link Generated: The ApprovalStart action creates a unique approval link
    Human Review: Someone clicks the approval link and chooses to approve or decline
    Workflow Continues: Based on the decision, the workflow either continues or stops
    Expiration Handling: If set, the approval auto-declines after the specified time

Detailed Behavior Notes

  • Single Use Links: Each approval link can only be used once - subsequent clicks show "already processed"
  • No Authentication: Approval links work for anyone who has the URL (no HubSpot login required)
  • Immediate Processing: Approval decisions are processed instantly - no delays or batching
  • Expiration Precision: Expiration times are calculated from when the ApprovalBlock action is reached, not when ApprovalStart runs
  • Multiple Approvers: If you send the same link to multiple people, whoever clicks first makes the decision


Output Fields

After the approval decision is made, this action provides:
  • approved (true/false): Whether the approval was granted
  • status (text): "approved", "declined", or "expired"
Use these outputs in subsequent workflow actions to branch your logic.