Approval workflow

Short description: An approval workflow is a structured sequence of steps that must be followed to complete tasks or manage data within an organization. In this type of workflow, each stage requires approval from a designated individual before the process can advance to the next step.

Learn more: An approval workflow is a structured process for handling tasks that require human consent before advancing. 

Approvals typically come from supervisors or department heads; for instance, a purchase order may need sign-off from both a direct manager and finance personnel to verify budget availability.

Common uses include managing contracts, generating invoices, and handling purchase orders. By implementing  automated approval workflows, organizations can mitigate errors, reduce delays, enhance collaboration, and boost overall efficiency.

Specific types of approval workflows include process approval workflows, which outline a clear goal with definite steps. Typically, workflows start with a submission of required documents, like purchase orders or invoices.

It is crucial for each team member to understand their roles and authority levels to ensure the workflow runs smoothly. Approval conditions set consistent standards for approvals and rejections, and feedback can be provided through comments or notifications during the process.

What a Successful Approval Workflow Process Should Look Like

Step 1: Document Submission  

Ensure all involved team members can reliably submit documents for approval. A cloud-based platform is ideal, allowing team members to upload, access, review, and approve documents from anywhere. Begin by choosing your workflow and selecting an appropriate approval form template that meets your needs.

Step 2: Review and Configuration  

Empower team members to share documents and assign different permissions effectively. At this stage, you can configure your process by renaming the workflow, assigning categories, and adjusting privacy settings. Add approvers to the workflow and set up notifications to alert them about pending requests. Choose suitable communication channels for approvers so they receive timely updates. Additionally, configure conditions based on various field types to streamline the approval process. You can also add multiple stages to your workflow — such as intake forms, vendor pre-approvals, or specific tasks — to enhance efficiency.

Step 3: Final Approval (or Rejection)  

This step is critical for formalizing the outcome of the approval process. It can be a structured method in place to collect signatures for approved or rejected documents. This enables clear communication of decisions and finalizes the workflow.