How to build review and approval workflows in Bubble

A simple way to build review and approval flows in Bubble is to store an item's status in the database (like "Pending", "Approved", "Rejected") and change that status using workflows. You then show or hide things based on this status, and use privacy rules so only the right people can approve. The entire flow is basically: user submits → entry saved with status Pending → reviewer changes status → app reacts to new status.

Core Structure

You create a Data Type (for example “Submission”) with fields like:

• status (text or option set)
• submitted\_by (User)
• reviewed\_by (User)
• notes (text)

Every time someone submits something, you run a workflow that creates a Submission with status “Pending”.

Building the Approval Actions

On the reviewer page, you place buttons like “Approve” and “Reject”. Each button runs a workflow that updates the Submission’s status. For example:

// Backend workflow (optional): notify user
// Trigger: Submission's status changes
Only when Submission's status is "Approved"
Send email to Submission's submitted_by

This is a Backend Workflow you run “When data changes”. It fires automatically when you update the status.

Controlling Who Sees What

Use Privacy Rules under the Data tab to restrict visibility:

• Creators can view their own Submissions.
• Reviewers (maybe a field like User’s role = “Admin”) can view all Pending ones.
• Users cannot change status fields directly.

Privacy rules ensure a user can't approve their own item unless allowed.

UI Logic

To keep the user interface clear, use Conditions on elements:

• Show the “Approve” button only when Current User’s role is reviewer and Submission’s status is “Pending”.
• Show messages like “Awaiting review” when status = “Pending”.

Bubble’s conditional formatting makes the whole flow obvious to the end‑user.

Optional: Multi‑step Reviews

If you need multiple reviewers, add a field like stage or use an Option Set (Stage 1, Stage 2…). Each approval increments the stage. You run the same pattern: update field → backend workflow triggers → UI adapts.

This is the most reliable and scalable pattern for review/approval flows in Bubble: store status, update via workflows, lock down with privacy rules, and react with backend triggers + conditional UI.