Approval workflow is designed to help add a clear internal review step before signing, allowing teams to approve, reject, and comment on documents in one workflow. Approvals help move a document from draft to approval to signature with more clarity, giving the team a shared point of reference.
Step 1 - Preparing for approval
1. To send a document for approval you can either upload a document or use a template.
When uploading a document click:
Or sending from a template click:
2. Then, in the left sidebar, choose who needs to approve the document before it’s sent for signing. You can add multiple approvers and if needed define the approval sequence.
When ready, send the document out by clicking “Send for Approval” in the top right corner.
Step 2 - Approving documents
After the document is sent for approval, an approver can add a comment, reject the document completely, or approve it right away.
Adding a comment
When a document needs clarification or an explanation on what should be checked, the approver can leave a comment. That gives the document owner useful context instead of a vague message such as “please update this and resend it”.
To leave a comment, simply open the Comments tab in the left sidebar and enter your message in the “Add comment” field.
Rejecting a document
An approver can reject the document and decide not to proceed with sending it for signing.
To reject a document, you simply need to:
Click on “Reject”.
Add a reason for rejection in the pop-up.
If an approver rejects a document, the workflow stops. The document is not automatically sent for signing, so an issue can be addressed before it reaches a customer, employee, supplier, or business partner.
After the necessary changes are made, the document owner can restart the approval workflow. To restart the preparation process, click on “Back to preparation”.
Approving a document
If everything is correct and the document is ready to be prepared for signing, the approver needs to click “Approve” in the top right corner.
Audit trail
All actions related to the document are recorded in the Document Details. There, you can see who viewed, rejected, approved, or signed the document.
To view the audit trail, click “Info” in the left sidebar, then select “View document audit trail.”
The document’s audit trail is available on every step of the process.
Step 3 - Sending the approved document for signing
Once the document has been approved, the only thing left to do is send it for signing.
For that, you need to:
Under “Download approval sheet”, click on “Prepare for signing”.
Choose a suitable format on the popup.
On the left sidebar, fill the “signer email” field.
Lastly, in the top right corner, click “Send for signing”.