Workflow Automation, Approvals & Templates

Workflow Engine

Intelligent Document Routing

DocFlow's workflow engine transforms manual document routing into automated, auditable processes. Define the stages, rules, and participants once, and every document that enters the workflow follows the same consistent path. No more chasing approvals by email or wondering where a document is stuck.

From simple two-step approvals to complex multi-branch workflows with conditional logic, parallel stages, and role-based routing, DocFlow handles the full spectrum of document automation needs.

DocFlow workflow templates with multi-stage approval stages

Workflow Features

Everything You Need to Automate Approvals

Multi-Stage Approvals

Define workflows with unlimited stages, from initial submission through departmental review, senior approval, and final sign-off. Each stage can have single or multiple approvers, with options for sequential, parallel, or any-of-n approval logic.

Form Inputs

Capture structured data at every workflow stage with custom forms. Approvers can add comments, select reasons, upload supporting documents, and complete checklists before advancing or rejecting a document. All form data is stored with the document for full traceability.

Automated Escalation

Set time-based escalation rules to prevent workflows from stalling. If an approver does not respond within the configured period, the workflow automatically escalates to their manager, an alternative approver, or a designated backup. Never lose a document to an absent approver again.

Complete Action Logs

Every workflow action is recorded in a tamper-proof log: who approved, who rejected, who commented, and when. Download complete workflow audit reports for compliance evidence. Action logs provide the transparency needed for regulated industries and internal governance.

Pre-Built Templates

Get started quickly with pre-built workflow templates for common processes: invoice approval, contract review, policy sign-off, holiday requests, expense claims, and more. Customise any template to match your exact requirements or build your own from scratch.

Conditional Logic

Build intelligent workflows that adapt based on document content. Route invoices over a certain amount to senior finance, send contracts with specific clauses to legal review, or skip stages when certain conditions are met. Conditional logic makes workflows as simple or sophisticated as you need.

Example Workflow

Invoice Approval Workflow

A typical DocFlow workflow for invoice processing, showing how documents move automatically through stages with conditional routing, form capture, and automated escalation.

01

Step 01

Submit

The invoice is uploaded or scanned in. Aida extracts supplier, amount, date and PO number automatically, and it enters the workflow.

02

Step 02

Line Manager

Routed to the right manager by cost centre. They review, add comments on the approval form and approve or reject in a click.

03

Step 03

Finance Review

Invoices over the threshold escalate to finance automatically. Below-threshold ones skip this stage and go straight to payment.

04

Step 04

Complete

Approved invoices are marked ready for payment, tagged and archived. The full approval chain is kept in the audit trail.

FAQ

Frequently asked questions

What can DocFlow automate?

DocFlow automates document routing, approvals, reviews, sign-offs, reminders, retention actions and notifications, replacing manual handovers and email chains.

Do I need coding skills to build workflows?

No. DocFlow's workflow builder is no-code, so your team can design and adjust automated processes visually without developers.

Can workflows help enforce compliance?

Yes. Automated workflows ensure documents follow the correct approval steps every time and record a full audit trail, which strengthens compliance and accountability.

Workflow Automation