What�s an Approval Workflow

Workflows map out a particular process for improved performance. Selected people are informed and encouraged to take action when the process meets certain requirements. However, approval workflows require acceptance at certain stages, preventing further action until permission is obtained.

Approval Criteria

The requirements set by the criteria will put the flow in the workflow. However, there are several areas to consider, the scope of the criteria will depend on the complexity of the workflow and the requirements of the business; goals, compliance, and current circumstances are a few inclusions.

Ruleset

A set of rules is needed to define the next stage under specific conditions. But, since these processes are heavily crafted around individual businesses, you�ll need to consider possible outcomes and inherent risks.

Think about what needs to be implemented to make sure that, no matter the path, you�ll always get the same intended result.

Timeframe

Timeframes for completion are vital for businesses that rely heavily on gaining approval or rejection to function. Therefore, some stages may be more time-sensitive, setting realistic due dates and assigning priorities ensures alignment with, and delivery of, business expectations.

Resources

Generally, what resources, tools, and equipment are needed? For instance, you�ll need tools to capture the data for analysis and a means to produce, collect and store reports.

This also includes people involved. Here, consider the scope of their role and see if they have the resources to be able to deliver on expectations; such as time, knowledge, and skills.

Reminders

Set reminders if a key action isn�t completed. Set these reminders in advance of due dates to ensure completion in time. Also, notify as soon as a key action is completed.

Each person must have clarity on what�s needed from them; for some, that�ll be an action to trigger further direction, while others just need to be informed.

Approval Levels

Approval workflows contain two key stages, a submission (or request) and an approval.

Submission

First, the approval process is triggered when someone submits information to be acted upon, reviewed, and audited. This could be an intended submission as part of an ongoing audit, a request (such as a Time-off Request form) or a proposal (like an idea for a marketing campaign).

Approval Path

Once someone creates a submission, it�ll follow one of the paths defined by the criteria. Each path is mapped out where someone or a collective of people are responsible for carrying out certain actions, all of which make up the requirements to be able to continue onto the next stage.

Approval

Then, your approvers decide if the submission is ready to continue onto the next stage.

Each submission requires careful consideration by a selected department, team, or individual. Assigning those qualified promotes consistency, accuracy, and reduces risks.

Rejection

Not all workflows will result, or need to result, in acceptance; therefore, consider the rejection path; who needs to be informed, does the submission need to go back a stage to ensure approval, and/or does the workflow always have to result in acceptance?

Different Outcomes of the Same Approval Workflow

Now that we have a general understanding of how an approval workflow works, let�s look at a mock example�

Ideal Outcome

Let�s say you�re assessing the condition of a group of assets, the state of an asset dictates if it�s permitted for further use or if it needs to be reassessed, leading to later acceptance of that asset.

The submitter reports that all assets are in good condition. Under these conditions, the Manager receives the form to accept or decline via signature.

All the data from each stage is generated into one report, providing the business with a comprehensive record.

This is the simplest path, as well as the business� ideal outcome.

Alternative Outcome

Alternatively, an asset could be flagged as in poor condition. The rule set for this path requires additional photos and a description of the damage to be attached. Providing context for the Financial Department and Asset Manager.

Here, they can assess the best course of action to reinstate the functionality of that asset to reduce the risk in the field. Once approved, the submission is sent to the Manager to sign. Despite the alternative path, the same outcome has still been reached.

Breaking down the approval allows you to assign qualified personnel, ultimately leading to effective business processes (alongside the other 3Es).

Common Approval Workflow Types

Financial Approval

Requests for reimbursements and expense reports are the best examples here. Essentially, it�s a path employees must follow to ensure each submission is reviewed before any payments are made.

Document Approval

Staff review, update, and then approve or reject a document - like proposals, policy and procedure updates.

The process may also include drafting, gathering feedback, and revisions before approval - this process isn�t always linear.

Content Approvals

Heavily common within the Marketing Department, this could be a branding document, logo, content, or campaign, that needs to be reviewed to align with business procedures and policies.

Benefits

Automation

Keeping track of these processes isn�t easy, especially when the reach extends multiple steps. But, automation ensures the completion of a started approval workflow and with several digital tools available, finding a tool that fits your bespoke needs has never been easier.

Risk Reduction

To reduce risk, you can better influence the process with controlled outcomes and the ability to reject. Essentially, when A happens this is what needs to happen to achieve X. Alternatively, when B happens this is what needs to to happen to still achieve X.

Collecting rich data such as signatures certifies the legitimacy of the process, reducing the risk of someone unqualified approving items which could cause the business harm.

Reporting

Additionally, you may find that each stage doesn�t need a report, or that a full report isn�t required for certain departments and/or individuals, generated reports at different stages allow the business to make predictions and recommendations on what happens next.

Audit Log

Besides general compliance, an audit log allows you to see all submissions and their various stages, including when someone has created a submission, changes made to the data upon rejection, and the duration of each audit.

How to Increase Your Approval Workflow Success With Culverdocs

Culverdocs doesn�t just improve performance for approval workflows, but rather any paper-based process. Contact one of our paperless experts to find out how we can help streamline your internal processes.