Essential features of approval workflow solutions

Essential features of approval workflow solutions

In this article, we look at what factors are important when looking for an approval workflow solution.

Approval workflows are integral to maintaining smooth operations and ensuring that businesses are adhering to established protocols. The process of approving documents and requests need to be reliable and proper so that operations can be kept running in an efficient and productive manner. Shifting towards cloud-based solutions offer the flexibility, scalability, and accessibility for businesses to thrive in a fast-paced environment. This growing shift is driven by the need for real-time collaboration and the ability to manage workflows in a decentralised work environment.

Poll results

In our most recent LinkedIn poll, we asked our followers what factors they consider when looking for an approval workflow solution.

What do you look for in an approval workflow solution?

  • Cloud-based solution
  • Supports any document
  • Notifications automatisées

Cloud-based solution

Cloud-based approval workflow solutions emerged as a top priority among respondents, with 40% highlighting its importance. These solutions provide organisations with the flexibility to access and manage workflows from anywhere, at any time, using any device with internet connectivity. This is particularly valuable in today’s hybrid work environment, where employees may work from different locations. Cloud-based solutions also offer scalability, allowing businesses to easily adjust resources based on their needs without the constraints of physical infrastructure. Furthermore, cloud solutions typically come with robust security measures, ensuring that sensitive data is protected and compliance requirements are met.

Supports any document

Another feature that garnered 40% of the votes in our poll is the ability to support any documents. Versatility in document handling is crucial for approval workflow solutions, as businesses deal with a wide variety of document types, including invoices, contracts, purchase orders, and HR forms. An approval workflow solution that supports any document type ensures that all relevant documents can be seamlessly integrated into the workflow, reducing the need for multiple systems and manual interventions. This capability enhances efficiency, reduces errors, and streamlines the approval process across different departments and functions within the business.

Notifications automatisées

Automated notifications were highlighted by 20% of respondents as an important feature of approval workflow solutions. Automated notifications ensure that all relevant stakeholders are promptly informed of pending approvals, rejections, or any required actions. This feature enhances timeliness and accountability, ensuring that approval processes do not stall due to overlooked or delayed tasks. By automating notifications, businesses can reduce bottlenecks, keep workflows moving smoothly, and maintain a clear audit trail of all communications and actions taken during the approval process.

Fully auditable

The feature of being fully auditable did not receive votes in our poll, indicating it might be less of a priority for respondents. However, it remains a crucial aspect of approval workflow solutions, especially for businesses that must adhere to strict regulatory and compliance standards. A fully auditable approval workflow solution provides a complete record of all actions taken during the approval process, including who approved or rejected a document, timestamps, and any comments or notes. This transparency is essential for internal audits, compliance reporting, and resolving disputes. Even if it was not a top priority for our poll respondents, maintaining an audit trail is vital for ensuring accountability and meeting regulatory requirements.


More information

B2BE’s experience in the supply chain sector allows our customers to build, expand and adapt successfully, enabling greater effectiveness. To engage with B2BE and offer feedback on what matters most to you and your business, make sure to follow us on LinkedIn and across social media. You can also vote in our latest LinkedIn poll. If you’d like to discuss your future supply chain strategy, get in touch with us.

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