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ApprovalFlow has an intuitive document review workflow

ApprovalFlow offers an end-to-end digital workflow to review, approve and manage promotional materials and documents.
01
Start your review

Upload your document and any supporting materials. Give it a title and any other basic info needed to start the approval process.

02
Mark it up

Use the built-in tools to highlight, comment, and annotate directly on the document.

03
Send it for approval

The system automatically sends the document to the next person in line for review. They'll get an email when it's their turn.

04
Stay in the loop

Track the document's progress in real-time. Use the timeline and dashboards to see where it is in the approval process and get helpful reports.

Super-charge your promotional material review process

Contact our sales team for a demonstration.

Contact our sales team
Utilisation Dashboards

Real-time metrics at your fingertips

The ApprovalFlow Dashboard is your central hub for streamlined document management and workflow oversight. Designed with simplicity and efficiency in mind, the dashboard provides a clear snapshot of your document activity, including totals, active and completed documents, and average processing rates per month.

The "Actions Required" section ensures nothing slips through the cracks by highlighting tasks that need your attention, complete with actionable links for quick resolution. With intuitive navigation and real-time updates, the ApprovalFlow Dashboard empowers teams to stay on top of their approval processes, boosting productivity and ensuring seamless collaboration.
Review setup

Set up a document review in a minute!

Getting your document reviewed and approved in ApprovalFlow is incredibly simple and takes just three easy steps.
  • Initiate a new review cycle by adding basic information about your document
  • Define your workflow by adding the necessary reviewers and approvers
  • Upload your primary document and any supporting materials with our intuitive drag-and-drop interface.
15
Years in operation

With over a decade of experience, we've consistently delivered exceptional service and support. Our long-standing customer relationships, many spanning numerous years, reflect the value we bring to their businesses.

Promotional pieces reviewed

With over 50,000 promotional pieces reviewed through ApprovalFlow, we've helped our clients achieve significant cost and time savings. The streamlined review process eliminates bottlenecks and dramatically reduces the time spent on each approval cycle.

250000
PDF documents uploaded

The impressive milestone of over 250,000 PDF documents uploaded to ApprovalFlow underscores the platform's widespread adoption and the significant impact it has on our clients' workflows. This translates directly into substantial savings, reduced paper usage, and minimised administrative overhead.

9642
Pages

ApprovalFlow has processed over 3,000,000 pages, significantly reducing paper consumption and demonstrating a commitment to environmental responsibility by minimising the need for printed documents. We helped businesses reduce their carbon footprint associated with paper production, transportation, and disposal, contributing to a more sustainable planet.

Advanced features to keep your document review moving

ApprovalFlow streamlines your entire document approval process from start to finish. Our platform offers powerful features designed to boost efficiency and ensure compliance at all times.
Document upload

Users can easily upload documents from their computer to initiate the approval process. ApprovalFlow supports various industry-standard file formats (PDF, Jpeg, PNG, MP4.).

Automated routing

The system automatically routes documents to the designated approvers based on the defined workflow, eliminating manual intervention and ensuring the correct sequence of approvals.

Role-based permissions

Assign specific roles and permissions to users, controlling who can initiate, review, approve, reject, or view documents. Ensures data security and compliance.

Delegation

Users can temporarily delegate their approval authority to another user (e.g., during vacation or leave), ensuring that approvals are not delayed.

Browser-based annotation

Provides a suite of annotation tools, including highlighting, commenting, shapes, and text boxes, allowing users to mark up documents directly and provide feedback within the platform.

Version control

Automatically tracks all document versions throughout the approval process. Users can easily compare different versions and retain all comments for audit purposes.

Email notifications

Automatic email alerts notify users of pending approvals, status changes, and other relevant events. Keeps everyone informed and engaged throughout the process.

Audit trail

Maintains a comprehensive audit trail of all actions taken on each document, including who viewed, approved, rejected, or commented on it. Ensures accountability and compliance.

ApprovalFlow was built to satisfy the stringent compliance requirements of the pharmaceutical industry.

Promotional material review

The pharmaceutical industry is highly regulated, with rigorous review processes required to ensure that promotional material remains fair and balanced. Managing this review process without a structured approach can be challenging. Documents can be lost or misplaced, and reconstructing the approval process using a manual or paper-based system can be a daunting task. A recent study showed that medical information resources must dedicate significant time to reviewing promotional material (average 6-15 hours per week). The study ranked promotional material review as one of the most time-consuming job functions.

Saving you time and money and improves compliance.

ApprovalFlow significantly reduces the time required to review content by providing an intuitive, structured online process.

Improved compliance

ApprovalFlow stores a detailed audit trail of all user interactions. The timeline lists time-and-date stamps of key system events. The structured workflow in ApprovalFlow provides high levels of traceability, which improves regulatory compliance.

Speed & efficiency

The streamlined digital workflow in ApprovalFlow drastically speeds up the approval process. Reviewers are notified when it is their turn to review and approve a document.

Cost reduction

Digital document approval systems remove the need for storage, archiving and secure destruction. Organisations can securely store approved documents in our cloud-based platform, resulting in significant cost savings

Benefits of a core claims library

A core claims document is a centralised repository of claims marketers can apply to a product's promotional materials. Relevant substantiating documents support each core claim. A core claims document library ensures that your team consistently use pre-approved claims across all materials. The core claims document clarifies how to word claims and which references apply to the claims.

Super-charge your approval process with pre-approved claims.

ApprovalFlow's core claims library enables pharmaceutical companies to compile and approve core claims earmarked for use in the promotional material review process.

Knowledge transfer

A centralised core claims library promotes knowledge transfer and onboarding, ensuring new team members have ready access and knowledge of pre-approved marketing claims.

Speed up the review process

The most significant benefit of a core claims library is that it dramatically reduces the time required to review promotional material.

End-to-end document lifecycle management

ApprovalFlow's structured digital workflow significantly speeds up the document review process. Users add promotional material with drag-and-drop ease initiating a new document review cycle within minutes. The email automation system notifies the next reviewer when it is their turn to review and approve the document. The notifications are kept to a minimum and are only triggered when the review cycle transitions from one reviewer to the next.

Advanced version control and expiry processes

Version control is vital to the success of a digital collaborative process. Several contributors may be working on developing a promotional piece, and it is essential to track changes, capture critical decisions and document the reviewing process. Proper version control mechanisms are instrumental in managing multiple reviewers' contributions. ApprovalFlow's advanced version control system maintains a detailed audit log throughout the document lifecycle. Once a round of review is complete, the version is locked, restricting users from altering comments or annotations.

Automated controls to help you track expired documents.

When a promotional piece approaches its expiry date, ApprovalFlow automatically notifies the originator and prompts them to resubmit or archive the document.

Guaranteed compliance

Automatically track expiry dates of critical documents to ensure ongoing compliance with regulations and internal policies.

Proactive risk management

Receive timely notifications about upcoming document expirations, allowing ample time for renewal or replacement and preventing disruptions to operations.

Improved efficiency

Eliminate manual tracking of expiry dates and reduce the risk of oversight. Centralised tracking and automated reminders streamline the renewal process.

Frequently Asked Questions

Welcome to our Frequently Asked Questions (FAQ) section! Here you'll find answers to some of the most common questions about ApprovalFlow and its features. We've compiled this resource to help you quickly find the information you need.

ApprovalFlow's browser-based annotation tools allow you to add comments, highlights, shapes, and other markups directly on documents without needing to download or install any software. Open the document in ApprovalFlow, select the desired annotation tool, and start marking up the document. Your annotations are saved in real-time and visible to other reviewers in the workflow.

ApprovalFlow offers a variety of markup tools, including:
  • Comment Boxes: Add text comments to specific areas of the document.
  • Text Boxes: Drag a text box and add your text to the document.
  • Highlighting: Highlight text to draw attention to key sections.
  • Shapes: Insert shapes like rectangles, circles, and arrows to emphasise specific elements.
  • Signatures: Configure a digital signature and apply it to documents.

Automated routing streamlines the approval process by automatically sending documents to the next reviewer or approver in the workflow based on pre-defined rules. You can customise the workflow to match your needs.

Yes, ApprovalFlow allows you to create custom workflows tailored to your requirements. You can define the sequence of approvers, specifying reviewers and approvers. The system will automatically route documents based on your defined rules.

Role-based permissions allow you to control who can access, review, and approve documents based on their assigned role (e.g., Reviewer, Approver, Originator, Administrator). This ensures that only authorised users can perform specific actions, enhancing security and maintaining compliance.

The delegation function allows users to temporarily assign their review or approval tasks to another user. This is helpful when someone is unavailable, such as on vacation or out of the office. The delegated user can then act on behalf of the original user, ensuring that workflows continue to progress without delay. The delegation can be reverted to the original user.

The withdrawal function allows the originator of a document to remove it from the active approval workflow *before* it has been fully approved. Use this function if it was submitted in error or is no longer needed for review.

An originator can recall a document during the review process. The recall function reverts the document to the originator, allowing them to upload a new version. Withdrawing a document, on the other hand, stops the review process while in progress, changes its status to "Withdrawn," and moves it to the 'Completed Documents' page.

ApprovalFlow primarily supports PDF documents for review and annotation. However, you can also upload and store other common file formats as supporting documents, such as JPEG, PNG and MP4 video files.

ApprovalFlow automatically tracks all versions of a document throughout the review process. Each time a new version is uploaded (e.g., after a "Resubmit" action), the system creates a new version, preserving the previous one. The annotations added to prior versions are locked. You can easily access and compare different versions to see the changes made over time.

Yes, ApprovalFlow allows you to download a PDF version of the document, complete with all annotations and comments. This is useful for sharing the reviewed document with external stakeholders.

The marked-up PDF can be downloaded and shared with external stakeholders. The "Share" function grants read-only access to a document review with other ApprovalFlow users. The user receives an email notification and can view comments. The user is only a "watcher" and does not have any editing rights.

ApprovalFlow's automated email notification system keeps everyone informed throughout the approval process. Reviewers are notified when it's their turn to review a document, and originators are notified of approvals, resubmissions, and other important events.

ApprovalFlow maintains a comprehensive audit trail of all actions performed on each document, including uploads, views, comments, approvals, rejections, delegations, and more. The audit trail includes timestamps and user information, ensuring accountability and simplifying compliance audits.

The User Dashboard offers a personalised overview of your document approval activities, helping you stay on top of your workload. At a glance, you can view pending tasks and track key performance metrics, including the total number of active and completed documents. The dashboard also allows you to monitor your monthly document processing volume, providing valuable insights into your productivity.

Gain valuable insights into your approval process with the Reporting Dashboard. This powerful tool offers a comprehensive view of system usage, allowing you to monitor the total number of active and completed documents processed per month. Use this data to pinpoint bottlenecks, optimise workflows, and improve efficiency. Data is readily available for download in CSV format, facilitating advanced analysis with external business intelligence software.

You can use the global search function to search all documents using the document number or keywords in the document.

Page-based search allows users to search for keywords on the current page. The page-based search will filter the records displayed for the specific page.