Export a custom form approval audit trail

1. Log in to Employment Hero.
2. Click the Custom Forms icon on the left-hand side menu.
3. Select the form you wish to review.
4. Click on the Responses tab.
5. Click the Export Results button.
6. The downloaded CSV will now include eight new columns dedicated to the approval audit trail.

1. Log in to Employment Hero.
2. Click the Custom Forms icon on the left-hand side menu.
3. Select the form you wish to review.
4. Click on the Responses tab.
5. Tick the checkboxes next to the specific responses you want to export.
6. Click the Export Selected button.
7. The downloaded CSV for these specific rows will include the full approval audit trail data.

The following columns are always present in your export:

• Status: Shows the current state of the response as Submitted, Pending, Approved, or Declined.
• Reversed: Displays "Yes" if an admin reversed a previously approved submission. It remains empty for all other responses.
• Last actioned by: The name of the person who most recently performed a decision action. This includes the final approver, the person who declined the form, the person who reversed it, or the most recent partial approver in a multi-step workflow.
• Last action date: The date and time of the most recent action recorded in the "Last actioned by" column.
• Decline reason: The explanation entered by the reviewer when a form is declined. This is empty for approved or reversed responses.
• Reversal reason: The reason provided by an admin when they reverse a previously approved form.
• Reversed by: The name of the admin who performed the reversal.
• Reversal date: The date and time the reversal took place.

• Forms without workflows: The Status column will show "Submitted." The other seven approval-related columns will remain empty.
• Pending responses (No actions yet): If a form requires approval but no action has been taken, the Status will show "Pending" and the remaining columns will be empty.
• Partial approvals (Multi-step workflows): If at least one person has approved a form but it is still awaiting final approval, the Status is "Pending." The "Last actioned by" and "Last action date" columns will show the details of the most recent partial approver.
• Declined responses (Reversals): If a submission was approved and then later reversed, the Status will change to "Declined" and the "Reversed" column will show "Yes." All reversal details (reason, name, and date) will be populated.
• Final decisions: For forms that are fully Approved or directly Declined, all relevant columns will be populated according to the final action taken.