Setting the route of approval and signing of the document

Signing documents before signing is not a forced bureaucracy, but a proven tool for checking documents and avoiding mistakes before signing.

What are the routes for approval of documents, for example, a contract, additional agreement, deed and invoice

There are several typical document reconciliation routes, including:

1. Linear route : The document passes through several levels of approval in sequence, usually starting with the employee, then the manager, the finance department and other stakeholders.

2. Parallel route: A document is sent simultaneously for approval by several interested parties or departments. Each party may have its own requirements and criteria for negotiation.

3. Hierarchical route: A document passes through a hierarchical chain of approval, where each level of management has the ability to approve or reject the document. The decision of each level can carry out a further reconciliation process.

4. Mixed route: A combination of different types of routes, where negotiation can occur both sequentially and in parallel depending on certain conditions or requirements.

Can approval routes be configured using electronic document management systems? for example, InstaDoc, or workflows, which allows you to track and control the approval process, automate messages and increase the efficiency of interaction between participants.

Linear route

The linear route of document approval involves sequential passage of a document through several levels of approval. Here are some types of linear routes:

1. Simple linear route: The document is sent for approval from one participant to another in a certain order. For example, a contract may first require approval from the legal department, then from the finance department, and finally from the company manager.

2. Linear route with conditions: The document goes through several levels of approval, but with certain conditions or branches. For example, if a document contains an amount that exceeds a certain amount, it can be automatically sent for further approval by senior management.

3. Linear route with feedback: After each level of agreement, feedback or commentary is returned to the previous participant. This allows the document to be discussed and amended at each stage of the agreement.

4. Linear route with parallel checks: A document can be sent for approval to several participants at the same time, but with the requirement of approval by all participants before the process continues.

A linear route usually represents a simple and consistent pattern of agreement, suitable for cases where a clear and consistent passage of a document through certain stages is required.

Parallel route

The parallel route of approval of documents involves the simultaneous sending of a document for approval to several interested parties or departments. Here are some additional details about the parallel route:

1. Segregation of tasks : A document is divided into several copies or versions that are sent to different participants in a parallel negotiation. Each copy can be assigned to coordinate with a specific department or with a specific group of people.

2. Independence of processes: Participants of a parallel route can agree on a document independently of each other. The lack of sequence in the process allows to achieve the result faster, because the negotiating parties work in parallel.

3. Concurrent reviews and comments: Different participants can review and make comments or suggestions on the document at the same time. This allows you to speed up the approval process and improve the quality of the document due to a wider view and opinions.

4. Consolidation of results: After the agreement is complete, each participant provides their result or solution. The results are then combined to obtain an overall document matching result.

5. Conditions and parallel responses: In some cases, a parallel route may include conditions for moving to the next stage of negotiation. For example, the process may require approval from a certain number of participants or approval from certain departments to proceed.

A parallel approval route can be particularly useful in situations that require rapid approval from multiple stakeholders or departments. It allows you to effectively manage the reconciliation process and speed up its completion.

Hierarchical route

Hierarchical document approval route involves passing a document through a hierarchical chain of approval, where each level of management has the ability to approve or reject the document. Here is a more detailed description of the hierarchical route:

1. Approval levels: Certain levels of management or officials are assigned to approve a document. Each level can have its own authority and decision-making rights regarding the document.

2. Sequential negotiation: The document is transmitted sequentially through a hierarchical chain. Usually starting at the bottom level and moving up, each level of approval reviews and makes a decision, then passes the document on to the next level.

3. Branching and Forwarding: In some cases, a document may be forwarded to another level of management if further approval is required or if that level does not have the authority to make a final decision.

4. Return and feedback: In case of disagreement or need for revision, the document can be returned to the previous level with comments and suggestions for changes. This allows for discussion and correction of problematic points at different levels of agreement.

5. Distribution of responsibility: Each level of management is responsible for making a decision on the document according to its authority and competence. A hierarchical route allows you to distribute responsibilities and ensure that decisions are made at the appropriate level.

6. Time frames: An important aspect of the hierarchical route is the observance of time frames. Each level must make a decision within a reasonable time frame so as not to delay the reconciliation process.

The hierarchical approval route is often used in organizations with well-defined management structures. It allows you to control and structure the negotiation process

We invite you to the webinar, where we will talk in more detail about the approval and signing of documents, in more detail