Introduction

Introduction

Under Settings > My Org > Org Approvals, three workflow types control how documents are reviewed, signed, and handled afterwards: Approval Frameworks (who approves, and in what order), Pre-sign Flows (the collaborators and signatories on a document), and Post-sign Flows (what happens once signing is complete). This guide covers all three - reading each list and creating each one.

2. Approval Frameworks

What it's for: defining who must approve a document, in what order, and under what conditions.

The Approval Framework tab lists your frameworks with their name, status, priority, whether each is the default, the number of stages, the active dates, and when it was created. Use the row actions to view, see history, edit, or delete, and Add Framework to create one.

Note: Priority and Default work together: when several frameworks could apply, the higher priority wins, and the default framework applies when no other rule matches the conditions.

3. Creating an Approval Framework

Click Add Framework. Creation runs through three steps: Basic Info, Approval Stages, and Preview.

3.1 Step 1 - Basic Info

1. Enter a Name and Description, and set the Status and Priority. Tick Set as Default if this should apply when no other rule matches.

2. Set the Organization scope - Vertical or BU, Region, Legal Entity, and Category - so the framework applies only where you intend.

3. Set the Timeline (start and end dates) for when the framework is active, then click Next step.

3.2 Step 2 - Approval Stages

1. Name the stage, and optionally turn on the Stage Escalation Alert.

2. Within a group, set Conditions (combine with AND / OR) that decide when the stage applies.

3. Add the Approvers for the stage, and choose the Execution Mode (Sequential or Parallel) and Consensus (All or Any one).

4. Add more condition groups or Create new approval stage for multi-stage approvals, then click Next step.

3.3 Step 3 - Review & Save

1. Review the framework details and each approval stage - approvers, conditions, requirement, and mode.

2. If anything is wrong, use Back to fix it; otherwise click Save.

4. Pre-sign Flows

What it's for: saving the collaborators, approvers, and signatories for a document so you don't re-tag them each time.

The Pre-sign Flows tab lists your document workflows with name, description, collaborators, signatories, whether each is the default, and status. Use the row actions to view, edit, see history, or delete, and New flow to create one.

5. Creating a Pre-sign Flow

Click New flow to open Add Document Workflow. Creation runs through three steps: Basic Info, Collaborators & Signatories, and Preview.

5.1 Step 1 - Basic Info

1. Enter a Workflow Name and Description.

2. Under Configuration, set the Status and the Default and Manual flags.

3. Choose the Agreement Types, Agreement Categories, and Company Templates the flow applies to, then click Next.

5.2 Step 2 - Collaborators & Signatories

1. Add Collaborators / Approvers - search or enter name and email, set the permission (for example, Editor), and tick Is Approver? if they also approve. Click Add.

2. Add Signatories - search or enter name and email, then Add.

3. Click Next when everyone is added.

5.3 Step 3 - Preview

1. Review the Involvement (collaborators, approvers, signatories) and the Details (agreement types, categories, and templates).

2. Use Back to adjust, or click Save.

6. Post-sign Flows

What it's for: deciding where a signed document is stored and who is notified once signing is complete.

On the Post-sign Flows tab, click New post-sign flow to open the form.

1. Enter a Flow name and Description, and set Region, Legal entity, Vertical / BU, and Status.

2. Add Members to notify - as individuals (name, department, email) or a group.

3. Set Document storage - browse to an existing folder, or create a new folder by name.

4. Turn the Repo analyser on if you want the signed document analysed, then click Save.