Okaypath guide
Okaypath sends your Wix Forms submissions to approvers and records their decisions. This guide covers setup, how requests move, what Okaypath writes back to Wix, and the limits. Questions: hello@greatwork.company.
Set up a workflow
- Open Okaypath from your site's dashboard and go to Workflows, then New workflow.
- Pick the form. Okaypath lists the forms made with Wix Forms on your site.
- Which submissions: leave it empty for every submission, or add conditions, for example "Amount (USD) is at least 1000" or "Department is Marketing". Amounts compare as numbers, so "$1,250" counts as 1250. A choice answer matches when any picked choice matches.
- Steps: each step has approvers and a rule.
- Approvers are email addresses. Tick an email question (like "Manager's email") to also ask whoever was named in that answer.
- Any one approver decides the step with the first decision. Every approver must approve; one rejection ends the request. At least N (Pro) needs N approvals; it's rejected once too many have rejected for N to be reached.
- A step can have its own conditions, so "Finance" only runs when the amount is over a limit.
- Reminders and expiry: approvers who haven't decided get a reminder every few days and one the day before the request expires. An expired request is closed and reported like a decision.
- Show in emails and lists: pick up to 4 answers that approvers see in the email (the full answers are on the approval page).
- Test it: pick a recent submission to see which steps would run and who'd be asked. Nothing is sent.
- Save. When a form has more than one workflow, Okaypath uses the first whose conditions match. Use Move up and Move down to order them.
You can do all of this before your trial starts. Requests go out once the trial starts.
How a request moves
- A visitor submits the form. Okaypath picks the workflow, copies the answers (encrypted), labels the contact "Approval: pending" and emails the first step's approvers.
- An approver opens the link. The page shows the form's answers and earlier steps' decisions. Opening it records nothing. Approve or Reject (with a comment, which you can require for rejections) records the decision; the link then shows what they decided.
- When a step is settled, the next one starts. Approvers who hadn't decided on a settled step see that their decision isn't needed.
- Nobody can approve their own submission: if an approver is the submitter, they're left out of that step. If a step has nobody left, it goes to your notice email, or, without one, waits for you in the dashboard.
The dashboard
- Requests: what's waiting and on whom. Open one to see the answers, each step and approver, the history and the updates sent to Wix. From there you can approve or reject the current step for its approvers (for example after a meeting), remind the approvers now, cancel the request, or copy a pending approver's link.
- Send a submission for approval: for a submission that came in before the workflow existed, or one that wasn't sent because there was no plan or the monthly limit was reached.
- Audit trail: download every step, decision, comment and reminder as a CSV file.
What Okaypath writes back to Wix
Switch each one on or off in Settings:
- Contact labels: "Approval: pending" while waiting, then "Approval: approved", "Approval: rejected" or "Approval: expired". Filter your contacts by them or use them in automations.
- Contact notes: who decided, at which step, and their comment.
- Wix Automations events: "Submission approved", "Submission rejected" and "Submission expired" triggers appear under Okaypath when you create an automation. They carry the contact, the form, the request number, who decided and the comment, so an automation can email the submitter with Wix's own email action, create a task, or add a label.
- The submission's approval field, when it's available on your site.
Okaypath emails approval requests and reminders to approvers and decisions to your notice email, from a Great Work address with your notice email as the reply-to. It can also email the submitter the outcome: switch it on in Settings and edit the messages ({{form}}, {{number}} and {{comment}} are filled in). If you'd rather send that email from Wix, use the Automations triggers above.
Plans and limits
- Standard: 300 approval requests a month, 3 workflows, 2 steps each, 5 approvers a step, 12-month audit trail.
- Pro: 3,000 requests a month, 25 workflows, 5 steps, 15 approvers a step, "at least N" steps, 36-month audit trail.
- Trial: 14 days through Wix, with the chosen plan's features and 50 requests.
- Only new requests count. Decisions, reminders, tests and re-sends never do. A submission over the limit is listed under "Not sent for approval" so you can send it later.
- When a plan ends, approver links pause and requests stay readable for 30 days.
Limits worth knowing
- Wix Forms only. Forms that belong to Bookings, Pricing Plans or other apps aren't covered.
- Approval links work until the request expires (60 days at most).
- Okaypath doesn't change the submission's own status in Wix Forms or hide it; it adds the label, note, field and events above.
- Editing a workflow doesn't change requests already under way; they finish with the steps and approvers they started with.
Your data
Answers are kept 30, 90 or 365 days after a request closes (Settings), and deleted at once if the submission is deleted in Wix. The audit trail stays 12 or 36 months. Settings > Your data downloads what Okaypath keeps or deletes every request now. Full details: privacy policy.