Project approvals · Approval workflowThe problem
Approvals ran on email. A deal’s dozens of documents went back and forth between inboxes, assistants pasted signatures into approval notes, and nobody could say with confidence that the right people had approved the right set. Reconstructing a deal’s history meant searching inboxes for 10 to 30 minutes.
Only a few people knew what needed checking on each deal type. When they were away, the check did not happen.
How it works
A system gives every deal one record with a unique ID and a folder structure created automatically. Rules by deal type decide who must sign. Each signatory gets a notification and approves with one tap on their phone; the system records identity and timestamp. When the last approval is recorded, it generates the overview document that compliance needs. Documents stay in the existing SharePoint libraries, with access limited to the people on the deal.
- One record per deal with documents, approvals and status
- Signatories set by rules per deal type, editable by the firm
- One-tap approval on mobile with identity and time recorded
- Overview document generated automatically after the last approval
- Files stay in existing libraries with existing permissions
The results
- Every approval carries who, when and which document version, without an email chain.
- A deal’s full history opens from one record in seconds.
- Signatory rules are stored in the system, so a check does not depend on one person remembering it.
- Documents never leave the libraries and permissions the firm already runs.
