How the workflow runs
A governed approval flow eliminates email chains and lost versions. Every step is tracked from upload to signature.
The document is uploaded directly into the governed Vault, linked to the relevant client record. Version history starts immediately.
Evidence: file hash, uploader identity, upload timestamp and source loggedAI Operator checks the document against the required fields and completeness criteria. Gaps are flagged before a human reviewer sees the file.
Evidence: AI completeness check logged with findings, confidence score and timestampA task is created and the assigned reviewer is notified. The task carries the document, the AI findings and a due date.
Evidence: task created with assignee, deadline and linked document versionThe reviewer leaves inline comments. Any revisions create a new version. All changes are tracked against the original upload.
Evidence: full version history with change attribution and comment thread retainedThe reviewer grants approval on the final version. The approval is recorded against the document, the reviewer identity and the timestamp.
Evidence: approval logged with reviewer ID, approved version hash and timestampThe document is routed to the Sign module. The signer receives a governed link. The signature is collected, verified and attached to the document record.
Evidence: signature certificate, signer identity, timestamp and document fingerprint storedModules involved
Four modules cover the full approval lifecycle — storage, AI review, task management and signing.
Vault
Governed document storage with version history, access control and file integrity checks on every upload.
AI Operator
Completeness and consistency checks run automatically before a human reviewer is assigned. Every AI action is logged.
Tasks
Reviewer assignment, due dates and status tracking — all linked to the document and client record.
Sign
Governed e-signature collection with signer verification, audit certificate and tamper-evident document fingerprint.
Email chains vs governed approval
The cost of email-based approval is invisible until something goes wrong. A governed system makes the entire process auditable from day one.
Before: Email approval
- Documents sent as attachments — versions multiply
- Approvals buried in reply chains
- No record of who reviewed which version
- Signatures collected via separate tools
- Audit preparation takes days
- Compliance gaps discovered too late
After: Governed approval
- Single document in Vault with version history
- Approvals recorded against document and identity
- Full reviewer trail always available
- Sign module integrated in the same workflow
- Audit package exported in one click
- Gaps flagged before review begins
Replace email approval chains
Book a demo to see how Vault, AI Operator, Tasks and Sign work together to govern the full document approval lifecycle.