DMS Approve Document Step

Use this feature to route a document for approval, collect approval decisions, and optionally require electronic signatures before continuing the workflow.

Last published at: July 14th, 2026

Description:

This step routes a document through an approval process within the FlowWright Document Management System (DMS).

The Approve Document workflow step identifies a document using its Document ID and creates one or more approval tasks for selected users, roles, or external email recipients. Approvers receive the document along with approval instructions and can approve or reject it before the configured due date.

The step supports configurable approval priorities, reminders, expiration behavior, email notifications, acknowledgment links, and optional electronic signatures. It can also wait for all approvers to respond before continuing the workflow.

This step provides an efficient way to automate controlled document approvals across quality management systems, policy publishing, engineering change control, contract approvals, regulatory compliance, and document lifecycle management.

The step supports:

  • Document approval task creation
  • Routing approval requests to users, roles, and email recipients
  • Approval priority assignment
  • Approval due dates and expiration handling
  • Approval reminders
  • Email notifications
  • Electronic signature support
  • Approval acknowledgment links
  • Waiting for all approvers before continuing
  • Integration with the FlowWright Document Management System

This step can be used for:

  • Controlled document approvals
  • Policy publication
  • Engineering change approvals
  • Quality management systems
  • Compliance documentation
  • Contract approvals
  • Business process automation

 

Inputs

  • taskDesc – Enter the approval description or instructions presented to approvers.
  • routeTo – Select one or more FlowWright users who will receive the approval task.
  • routeToRoles – Select one or more roles whose members will receive the approval task.
  • emailAddresses – Enter one or more email addresses that should receive the approval request.
  • priority – Specify the approval task priority.
  • daysToComplete – Specify the number of days allowed to complete the approval.
  • expireType – Configure how expired approval tasks should be handled.
  • includeWeekends – Specify whether weekends should be included when calculating approval due dates.
  • taskReminder – Configure one or more reminder notifications.
  • waitForAll – Specify whether the workflow should wait for every approver before continuing.
  • storeRouteToUsers – Store the routed approver list in a Variable or Global Variable.
  • sendEmailNotification – Send email notifications when approval tasks are created.
  • sendSeparateEmails – Send separate email notifications to each approver.
  • emailSubject – Specify the email subject.
  • emailBody – Specify the email body.
  • emailFiles (Optional) – Attach one or more files to the approval email.
  • emailCCList (Optional) – Specify CC recipients.
  • sendExpireEmail (Optional) – Send an email notification when an approval expires.
  • sendAckLink (Optional) – Include an acknowledgment link in approval emails.
  • documentID – Specify the Variable or Global Variable that contains the Document ID of the document to approve.
  • allowESign – Specify whether approvers must provide an electronic signature.
  • signMeaning – Enter the electronic signature meaning displayed to approvers.
 

 

Returns

  • Approved – The document was successfully approved.
  • Not Approved – The document was rejected or the approval process was not completed successfully.
  • timeout – The approval expired before completion.
 

 

 

Usage:

The Approve Document step is typically placed after document creation, updates, or reviews and before publication or release.

The workflow creates approval tasks for the selected approvers, monitors responses, and proceeds based on the configured approval outcome.

A typical workflow might look like this:

 

Once the approval process has been completed, later workflow steps can:

  • Publish the approved document
  • Archive previous revisions
  • Generate document links
  • Notify stakeholders
  • Update document status
  • Generate compliance reports
  • Continue document lifecycle management

The document must already exist within the FlowWright Document Management System before this step is executed.

 

Example:

Let’s build and execute the “DMSApproveDocumentDef” example:

  • Create a new process definition named “DMSApproveDocumentDef” and open it in designer mode. 
  • Drag an “updateVariables, DMSCheckOutDocument, DMSApproveDocument, DMSCheckInDocument, DMSUndoCheckOutDocument” step to the canvas.
  • Connect the dots between the “Start” and other steps, as shown above. 
  • Define a variable or global to hold the “Document ID”.
  • On the DMS page, navigate to and select the document shown in this example. Click the ellipsis button for context features. Select the “Get URL” menu. 

 

  • A pop-up window displays the document link. Copy the “docID” value to the clipboard. 

 

  • Click the ellipsis button to access context features. Select the “View History” menu. The page displays the history information as shown in the example below.  

 

  • Click the "updateVariables" step to configure its "Required" properties. Provide a name for the step. Click the Save button. Note: Click the "AI Predict" button to have Copilot add new process steps that match your process description. 

 

  • Click the "updateVariables" step to configure its "Optional" properties. Provide a variable reference to hold the “Document ID” value. Copy-paste the value from the clipboard. Click the Save button. 

 

  • Click the "DMSCheckOutDocument" step to configure its "Required" properties. Provide a name for the step. Provide the variable or global reference that contains the “Document ID” value. Provide the variable or global reference that will hold the “Revision Document ID” value. Click the Save button. Note: Click the "AI Predict" button to have Copilot add new process steps that match your process description. 

 

  • Click the "DMSApproveDocument" step to configure its "Required" properties. Provide a name and description for the step. Specify the variable or global reference that contains the “Document ID” value. Select “Yes” if “eSignature” is required. Provide comments for the “eSignature” input. Click the Save button. Note: Click the "AI Predict" button to have Copilot add new process steps that match your process description. 

 

  • Click the "DMSApproveDocument" step to configure its "Optional" properties. Click the button to select users to route to. Click the button to choose the application roles to route to. Enter the email addresses to route the document for approval. Select the review priority from the drop-down list. Configure the review activity's completion time by specifying the time value and expiry type (days, months, hours, minutes).  Select “On” to consider the review time during Weekends. Click the button to configure the “Review Reminders” duration and message.  Select “Yes” to wait for all routed users to respond. Provide a variable or global reference to store the list of routed users. Select “Yes” to send email notifications. Select “Yes” to send separate emails to the users. Provide the email subject. Click the button to configure the “Email Body.” Click the button to select files to be attached to the email. Provide the email CC list. Select “Yes” to send expired email notifications. Select “Yes” to send an acknowledgment link. Click the Save button. 

 

  • Click the button to select the users to route to. A pop-up window opens for configuration. Use the navigation arrow keys to search for and select the users. Alternatively, you can provide a variable or a global reference containing the user's GUID. Click the Save button. 

 

  • Click the button to select the application roles to route to. A pop-up window opens for configuration. Use the navigation arrow keys to select the roles. Alternatively, you can provide a variable or a global reference containing the role's GUID. Click the Save button. 

 

  • Click the "DMSCheckINDocument" step to configure its "Optional" properties. Provide a variable or global reference that holds the “Document ID”. Click the Save button. Note: Click the "AI Predict" button to have Copilot add new process steps that match your process description.

 

  • Click the "DMSCheckINDocument" step to configure its "Optional" properties. Provide the comments. Click the Save button. 

 

  • Configure the connection between the “DMSApproveDocument” and “DMSUndoDocument” steps as “Not Approved”, and between the “DMSApproveDocument” and the other “DMSUndoDocument” as “Timeout”. Click the Save button. 

 

  • Click the "DMSUndoDocument" step to configure its "Required" properties. Provide a step name and a variable or global reference that stores the Document ID. Click the Save button. Configure the other “DMSUndoDocument” steps similarly. Note: Click the "AI Predict" button to have Copilot add new process steps that match your process description. 

 

  • The “Logging” setting configuration is necessary for documentation and also for measuring workflow progress and completion percentage. This is achieved by configuring the step state and percent fields individually, as shown in the images below. Configure the “Logging” using the following properties.

 

  • Save the Process Definition. Create a new Process Instance and execute it. When the workflow reaches the Approve Document step, FlowWright creates approval tasks for the configured approvers and distributes notifications according to the selected options. If the approval completes successfully, the workflow follows the Approved return path. If one or more approvers reject the document or the approval process otherwise fails, the workflow follows the Not Approved return path. If the approval period expires before the required responses are received, the workflow follows the timeout return path. Click the process step to view its properties. The step should successfully create and manage the document approval process. Verify that approval tasks have been assigned, notifications have been delivered, and the workflow follows the appropriate return path based on the approval outcome.

 

  • Hover the mouse over the “Task” status to view it and confirm that 1 Task is assigned to the user who initiated this process instance. Click the “View All Tasks” button to navigate to the Task page. 

 

  • The “Task: Approve Document” page is displayed as shown in the example below. Provide the comments and the digital signature, then click the “Approve Document” button. 

 

  • The process instance status is now “Completed”. 

 

  • On the DMS page, select the folder to view the document you have checked in. Click the ellipsis button to access context features. Click the “View History” option. 

 

  • The document's history is shown in the example below, and the document has been approved and checked in. 

 

Tips:

  • Verify that the specified Document ID references an existing document.
  • Provide clear approval instructions so approvers understand the expected decision.
  • Route approvals to users or roles with appropriate authority.
  • Configure reminders and expiration settings for time-sensitive approvals.
  • Enable Wait for all to respond when every approver must approve before the workflow continues.
  • Enable electronic signatures when approval must satisfy regulatory or organizational compliance requirements.
  • Use the Approved, Not Approved, and timeout return paths to implement appropriate workflow branching.
  • Combine this step with Review Document, Check In Document, Archive Document, Set Document Permissions, or Get Document Link workflow steps to automate complete controlled document approval and publication workflows.

 

Notes:

  • The specified document must already exist in the FlowWright Document Management System.
  • The executing user must have sufficient permissions to initiate document approvals.
  • Approval tasks may be assigned to individual users, roles, or external email recipients.
  • Electronic signatures can be required to support regulated approval processes and audit requirements.
  • Approval reminders, acknowledgment links, and expiration notifications are configurable.
  • The workflow should include appropriate handling for the Approved, Not Approved, and timeout return paths.
  • Approval activities become part of the document's governance and audit history.

 

Definition Sample:

You may download the sample definition(s) from the link provided and later import them (drag-and-drop) into your FlowWright Process Definition (XML file) or Form Definition (HTML file) page.

Note: Verify and complete any missing configuration after importing the sample, including:

  • Document ID mapping
  • Approval description
  • Approver configuration
  • Reminder and expiration settings
  • Email notification settings
  • Electronic signature configuration
  • Workflow variable mappings
  • DMS security permissions
  • Environment-specific settings

After verifying the configuration, save the Process Definition before execution.

Click here to download the sample file.