ApprovalFlow includes workflow controls for skipping and delegating participants in a review.

SKIP:

The SKIP function in a workflow allows an assigned reviewer or approver to be bypassed in the approval process. This is useful when a specific individual is unavailable or their input is no longer required for a particular document or stage. When a user is skipped, the workflow automatically progresses to the next designated reviewer or approver, ensuring that the review process continues without unnecessary delays. The SKIP function maintains efficiency while providing flexibility to adapt to changing circumstances, but it is often subject to certain permissions or rules to prevent misuse and maintain proper control over the approval process. An audit trail would log any instance of a user being skipped.

DELEGATE:

The DELEGATE function enables a user to temporarily assign their review or approval responsibilities to another authorised user. This is particularly helpful when someone is out of the office, on vacation, or otherwise unable to complete their tasks within the required timeframe. By delegating their authority, the original user ensures that their pending approvals don't become a bottleneck in the workflow. The delegated user can then review and approve documents on behalf of the original user, maintaining the flow of the approval process. Once the delegation period ends or the task is completed, the responsibility reverts back to the original user. The DELEGATE function promotes continuity and responsiveness, all while preserving accountability by keeping a record of the delegation in the audit trail.

The Reserve function enables an originator to essentially "pre-register" a document within the system by reserving a unique identification number. At this stage, the originator may only need to input minimal information, such as a document title or a brief description. The system then assigns the next available number in the designated sequence, preventing any other user from claiming it. This initial step ensures that the document's place in the numbering system is secured, even before the content or the review workflow is fully defined.

Benefits of the reserve function:

• Sequential numbering integrity: This function is vital in industries or processes that require strict document control and sequential numbering. It guarantees that numbers are assigned chronologically and without gaps, even if the document creation and review process takes time.
• Placeholding for future documents: Originators can reserve numbers for documents that are planned but not yet drafted, allowing them to organize and plan their documentation in advance.
• Flexibility in workflow: It decouples document number assignment from the document upload and review process. This allows for greater flexibility, as originators can secure the number first and then finalize the document content and reviewer list later.