Approver Workflow

Workflow encompasses both assigning and organizing staff members (or Collaborators) in order of approval, to review a document before it undergoes the signing process and is eventually uploaded as evidence.

There are two ways to assign collaborators to approve a Document before it is sent for signature.

1. When creating a new Document or Template

2. While

Below, you can see that in the new Document or Template creation settings, we select the "Set Approval Workflow" (marked with an arrow).

the "set approval workflow" button is ON

In the 'Add' box, start by typing a staff member's Email address and adding them to the Approval Workflow.

Notice that as long as the 'Custom Approval Order' box is unmarked, there is no approval order, and the Document is just waiting for all members assigned to it to approve it.

'Custom Approval Order' box is unmarked

By marking the said box, we can determine the initial approver for the document, followed by subsequent approvers in a specified order.

Additionally, you can rearrange the approval order by clicking and dragging the members' name boxes. The order is displayed with a number next to each member's name for easy visibility (marked with arrows below).

the order is marked by a number next to each staff member

Leaving a private message:

By clicking on the mail icon (marked below) we can leave a private message for a specific approval member.

clicking on the mail icon

Now just type in the private message, and click Save.

writing a message and saving it

Now the mail icon of the member we left a private message for, is in blue color (implying a message to that member is saved), to edit or delete that message click the mail icon once again.

the mail icon is now blue - meaning that a message is already saved there

Approver Group

Another option for organizing the Approver order is to sort the staff members into groups, we do that by clicking on 'Create Approver Group' (marked with an arrow below).

clicking on 'Create Approver Group'

Now, after adding a member to the 'Technical Team' group and another member without any group association, we can observe the organizational benefits of Groups in managing our Approvers. This feature is particularly useful when sending documents to numerous members and requires a simplified and easily ordered process.

an approver group as a part of the approver order

Notice that we can add multiple Approver Groups, naming them by clicking on their name box, and changing the order just like we have without Groups earlier, by clicking and dragging on the white Group boxes.

To delete an approver - click the trash bin icon next to the mail icon (on its right).

After the Approval Workflow, we move on to Recipients for the Signing stage.

To return to the Documents Guide hub, click here.

To return to the main guide hub, click here.