Flowgrammer

Notion Approval Tracker Template

Editable Notion decision log with database fields, setup checklist, and eight fictional cases for pages that already live in Notion.

Download the Notion approval template (ZIP)

Download this pack when Notion already holds the request database and you need a named approve, reject, or request-changes path on a frozen snapshot. The workbook is a decision evidence log, the decision log in this pack. It implements the published document approval model for Notion: database fields, setup checklist, field list, eight worked Cedar & Quay cases, and an original notify-only reminder design.

Read the paired guide first: Notion Document Approval Workflow.

Download the Notion approval template (ZIP)

The ZIP includes the workbook, CSV import files, setup and usage notes, eight case write-ups, and the reminder design. Samples stay on Config as_of 9 September 2026. No live Notion workspace is included, and this is not a Marketplace listing.

What you get

  • Database fields for Documents, Approval Requests, DecisionEvidence, People, Authority Rules, and Exceptions
  • A setup checklist for permissions, guests, buttons, automations, page verification, and page history
  • Decision-log fields for request_id, page_id, snapshot_id, last_edited_time, optional content hash, requester, approver, decision, decided_at, rationale, and next_action
  • Parent closed statuses 1:1 plus Notion overlay statuses for access and missing snapshots
  • Eight fictional Cedar & Quay cases: missing identity or snapshot, request changes plus a new snapshot, unauthorized approver, stale content, external or guest access denial, timeout or escalation, duplicate request, and an idempotent callback
  • A notify-only reminder design. Reminders never change status.

Keep these jobs separate

Comments, mentions, buttons, Status edits, page verification, and page history are useful signals. They are not approval evidence. E-sign is a separate job. This approval template does not run an IDP or OCR step. The published Notion invoice tracker is an AP register, not this log. Reminders never auto-approve, auto-renew, or auto-terminate. Confirm automations, guests, and page-history settings in your tenant before you put a real page on the path.

If the file lives in Dropbox, use the Dropbox document approval workflow. If the file lives in Google Drive, use the Google Drive document approval workflow. If the file lives in Box, use the Box document approval workflow. If you still need to choose a first workflow, start with Document Processing Automation. Use invoice processing automation, intelligent document processing, or the contract tracker only when those jobs are the actual problem.

How to start

  1. Read README.md, then markdown/setup.md.
  2. Walk DatabaseFieldMap, or import csv/decision-evidence-import.csv.
  3. Leave Config as_of_date at 9 September 2026 while you walk Case01 through Case08.
  4. Confirm case 1 stays out of in_review and case 8 does not write a second time.
  5. Keep the parent Document Approval Workflow and Document Approval Status and Role Matrix nearby for the shared model.

If reviewers, authority, or the destination log are still unclear, start with an AI Success Audit. If they are named, book a fit call to scope an AI Automation Systems build.

Book an AI Success Audit call