Overview

The Document Approval application is a ready-to-use, scalable, and secure solution designed to streamline document approval workflows from request submission to multi-level approvals all within a single platform. It accelerates approvals, improves compliance and eliminates manual bottlenecks.

Key Capabilities

• Intuitive interface for Requesters, Approvers, and Admins
• Multi-format document support: Word, Excel, PowerPoint, PDF, JPEG, PNG
• Multi-level approval workflow
• Optional Notifiers to keep stakeholders informed
• Real-time status tracking and role-based dashboards
• Comprehensive email notifications at every stage

Business Value

Whether you are a growing business or a large enterprise, the Document Approval app ensures faster decisions, improved visibility, and reduced manual intervention enabling teams to focus more on strategic tasks and less on administrative work.

Documentation

Typical Usage Scenario

1. Request Creation

A user logs into the application and clicks New Request. The form captures key details such as client name, project name, region, business unit, description and allows uploading supporting documents (Word, Excel, PowerPoint, PDF, JPEG, PNG). Users can optionally add Notifiers to keep specific stakeholders informed.

2. Approval Workflow

• Level 1 Approver reviews and either approves, rejects, or send back the request for changes.
• Level 2 Approver reviews after Level 1 approval, with an option to include a Level 3 approval if required.
• Level 3 Approver provides final approval (if enabled).

3. Handling Rejected & Sent Back Requests

• Rejected requests are closed permanently, with no further edits allowed.
• Send Back requests allow the requester to modify all information and upload updated documents before resubmitting.

4. Notifications and Tracking

Automated emails are sent at each workflow step, and role-based dashboards provide visibility into pending and approved requests. Optional Notifiers ensure relevant stakeholders stay informed at every stage.

Features and Limitations

Features

• Intuitive interface for Requesters, Approvers, and Admins
• Multi-format document support: Word, Excel, PowerPoint, PDF, JPEG, PNG
• Multi-level approval workflow
• Optional Notifiers to keep stakeholders informed
• Real-time status tracking and role-based dashboards
• Comprehensive email notifications at every stage

Limitations

• External ERP or third-party integrations require additional configuration

FAQ's

       Q1. Can I edit my request after submission?

       Solution: Only if the approver sends the request back for additional information. You can edit all data and documents before resubmitting.

       Q2. What happens when my request is rejected?

       Solution: Rejected requests are closed permanently and cannot be edited.

       Q3. Can I add additional approvers?

       Solution: Yes. Admins can configure additional approvers based on region and business unit.

       Q4. Can I notify stakeholders not in the approval chain?

       Yes. Use the Notifier option when submitting a request to copy them in all email notifications.