Reviewing & Approving Documents – The Right Workflow

Handle document reviews simply and automatically via projectfacts

In many companies, documents must be reviewed before they can be sent to a customer or other affected parties. With projectfacts version 5.15, it is possible to set up a workflow for these reviews.

Various configurations are possible. For example, you can specify whether a review is mandatory before the document can be validated as usual. Individual users or user groups can be added as reviewers.

The documentation of the review is recorded directly on the document, so that all necessary information is always directly available. Once preconfigured, the review workflow is linked to the corresponding document templates and can be used in production without any further setup.

Here is an example of how a scenario could look

Quotes must be approved by the responsible sales manager before they can be sent to the customer. Depending on the order volume, reviews can be set up before quotes can be validated and sent:

• Up to €5,000 net quote volume, the sales employee can validate and send freely
• Up to €10,000 order volume, a review by a senior position is required
• From €100,000 order volume, a review by both managing directors is required before validation and dispatch can take place.

Thanks to the stored review workflows, the responsible parties automatically receive notifications depending on the order amount when their approval is required. This reduces the necessary communication, and all approval processes are documented. The information about what needs to be reviewed is also available directly on the document. Once the document has been approved by the responsible party after review, the employee can validate it and send it to the customer as usual.

Further scenarios are also conceivable: for example, a review may only be required when documents are created for a specific customer, or when a specific employee of your company creates a document.

If you have any questions about setting up the review workflows, the projectfacts consultants are happy to assist you.