Workflows and Approvals

ECM workflows help teams move documents from draft content to reviewed operating evidence. Use workflows when a document needs review, approval, signature, record declaration, retention, or packaging for audit.

Source data

Prepare the document and the process context before submitting a workflow.

Input	Example
Document version	The draft or imported file that needs review.
Reviewer list	Process owner, maintenance lead, compliance owner, or project handover owner.
Approval criteria	Required metadata, content checks, linked asset, classification, and retention needs.
Related records	Asset, work order, SOP, inspection record, project, or compliance package.
Handoff expectation	Approved version, signature record, retained record, or generated evidence package.

Workflow pattern

When to use an approval workflow

Use approval when a document affects operations, compliance, safety, maintenance decisions, or customer handover.

Examples:

Document	Typical review owner
Operating SOP	Process owner or operations supervisor.
Maintenance procedure	Reliability owner or maintenance lead.
Inspection evidence	Facility manager or compliance owner.
Training material	Training owner and equipment owner.
Commissioning record	Project manager or handover owner.
Compliance evidence	Compliance owner or auditor-facing coordinator.

Approval setup

Before submitting a document, prepare:

Item	Why it matters
Document owner	Owns content quality and update responsibility.
Reviewer	Confirms the document is suitable for use.
Approval criteria	Defines what the reviewer should check.
Version scope	Confirms which file version is under review.
Related objects	Links the approval to asset, area, work order, SOP, or project context.
Retention expectation	Defines whether the approved result becomes a record.

Review checklist

Reviewers should check:

• title and description are clear;
• document type is correct;
• classification is appropriate;
• tags match the operating context;
• linked asset, work order, or SOP is correct;
• the file content is the intended version;
• old versions or superseded documents are handled;
• required signatures or records are complete;
• AI or compliance workflows can cite the correct source.

Signatures

Use signature actions when a document requires formal acceptance. Signature requirements vary by customer process and regulatory context.

Common signature uses:

Use	Example
SOP release	Operations owner signs the approved version.
Maintenance handover	Maintenance lead signs a completion record.
Training evidence	Trainer or supervisor signs training completion material.
Compliance pack	Responsible owner signs evidence package readiness.

Signature records should remain linked to the document version they approve.

Records and retention

Some documents should become records after approval. Records are managed for traceability, retention, and audit.

Good candidates:

• approved SOPs;
• signed inspection evidence;
• commissioning certificates;
• calibration records;
• maintenance completion reports;
• compliance submissions;
• customer handover packages.

Retention rules should be defined by the customer's compliance and information governance policies.

Compliance packs

Compliance packs gather selected documents and evidence into a reviewable package.

Use a compliance pack when:

• evidence spans multiple folders or systems;
• auditors need a stable package;
• a project needs handover material;
• a facility program needs periodic reporting;
• AI-assisted review needs a traceable source set.

Before generating a pack, confirm the source document list, owner, version scope, access rules, and intended recipient.

Workflow troubleshooting

Symptom	Check
Submit action is unavailable	User role, document state, and required metadata.
Reviewer cannot open the document	Folder access, document-level access, and classification.
Approval refers to the wrong file	Version history and current version marker.
Signature is blocked	Signature permission and approval state.
Compliance pack is incomplete	Source selection, document access, version state, and missing required metadata.
Retention action is unavailable	Record ownership and policy settings.

Handoff checklist

• Workflow owner is defined.
• Reviewer role is assigned.
• Approval criteria are documented.
• Document version under review is clear.
• Required linked records are present.
• Final approved version is easy for operators to find.
• Audit trail shows submit, review, approval, signature, and pack generation events where applicable.