Setting up an approval workflow on Air

Here's how you can set up an efficient approval workflow in Air.

Written by Lauren Ford
May 27, 2025

Create saved filters for your approval stages

• Clearly structure your workspace views to reflect approval stages. A good structure might look like:
  • To Review (incoming assets)
  • Approved
  • Changes Requested
  • Final

Key resources: Learn about Air's workspace sidebar + workspace views.

Leverage custom fields

• Use custom fields to clearly indicate the approval stage, such as:
  • Needs Approval
  • Approved
  • Changes Needed
  • Final

This makes it easy to filter assets at a glance.

Key resources: Explore Custom Fields Managing custom fields

Set Up Notifications & Comments

Tag approvers directly in comments to notify them:

• Example comment: @Sarah Can you please review and approve?

Approvers respond via comments with feedback.

Key resources: Explore Comments Explore TImestamp Commenting How do I tag someone in a comment?

Track Versions and Changes

• Use version stacks to keep all revisions of the same asset neatly grouped together.
• Maintain clarity on which version has been approved.

Key resources: Explore Versions and Stacking Managing version stacks

Use Boards for a Clear View

• Create dedicated boards to easily filter items by approval status.

Key resources: Applying kanban board view

Example Approval Workflow:

1. Upload Asset → Apply Status custom field: Needs Approval
2. Request Approval → Comment and tag approver: @Approver please review.
3. Approver Reviews
   → Approver adds comment with changes needed, or
   → Marks custom field as Approved, Changes Requested
4. Update Status
   → Update custom field accordingly
   → Repeat steps 1-3 as needed - adding versions where appropriate
5. Finalize
   → Once approved, change custom field to Final
   → Publish or share externally as needed

Additional Tips

• Automate routine steps by using Air integrations with tools like Slack, Zapier, or via API to streamline approvals and notifications. Learn more about Air’s Enterprise plan and speak with a success team member to upgrade!
• Keep everyone informed by clearly documenting your final workflow and sharing it internally.