Build an Approval Workflow in Google Sheets with Apps Script

Approval workflows in Google Sheets combine status columns, data validation, email notifications, and optional web apps for managers who prefer not to edit the grid directly.

Typical flow: employee sets Status to Submitted → script emails approver with row link → approver sets Approved/Rejected → audit log appends timestamp and actor via Session.getActiveUser().getEmail().

Lock rows after approval with sheet.protect().setWarningOnly(false) or move approved rows to an Archive tab. Cross-link /blog/google-sheets-data-validation-apps-script for status lists.

Example code

function handleStatusChange(e) {
  const sh = e.range.getSheet();
  const row = e.range.getRow();
  const status = e.range.getValue();
  const id = sh.getRange(row, 1).getValue();
  if (status === 'Submitted') {
    MailApp.sendEmail('approver@company.com', 'Approval needed #' + id, 'Review row ' + row);
    sh.getSheetByName('Audit').appendRow([new Date(), Session.getActiveUser().getEmail(), id, status]);
  }
}

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