Introduction

With over 500 million users, Google Forms is one of the most powerful tools for building approval workflows. A well-designed document approval workflow can save you time and money, improve your team efficiency, increase quality and reduce errors in your documents.

What is a document approval workflow?

A document approval workflow is a series of steps that you need to follow before you can approve and submit your documents.

It helps with the management of documents, communication and collaboration. It's also a way to track the progress of documents through an approval process.

A document approval workflow can help you manage your business processes better by automating tasks such as sending notifications when you receive new documents or sending reminders when someone hasn't responded to an email about it yet.

Why do you need a document approval workflow?

A document approval workflow is a way of streamlining the process of approving documents. It helps ensure that all necessary approvals are obtained before a document is finalized, which reduces time, effort and cost.

In addition to that, it improves efficiency by improving communication and collaboration between people involved in the process.

Seven essential steps to creating your document approval workflow.

• Step 1: Create a custom Google Form
• Step 2: Install the BoloForms Approvals add-on for Google Forms
• Step 3: Specify the parameters of your document workflow. You can
  set up multiple approval steps, notify users of new submissions,
  add comments to documents and more.
• Step 4: Set up conditional approval rules by specifying who
  approves, gets notified or submits your documents based on whether
  or not certain conditions are met (e.g., if it’s Monday)

1. Create a custom Google Form.

• Open the Google Drive site and click “Create” in the toolbar the top of your screen.
• Click the “Form” option on the left side of your screen:
• Give your form a title and description (optional). You'll see listed under My Forms on your account page along with any other forms you've created, like this:
  

2. Install the BoloForms Approvals add-on for Google Forms.

We’re going to use the BoloForms Approvals plugin to create our document approval workflow. To install it, go to forms.google.com and click on the "Add-ons" tab in the top right corner of your screen (or just click here). In this tab, search for “BoloForms Approvals” or click here to install it directly from a pop-up window that appears when you hover over it with your mouse cursor. Click “Install” in the pop-up window and then close out of all open windows so they don't interfere with our next step: setting up our first form!

3. Specify the document workflow parameters.

At this stage, you'll need to define the document workflow parameters. This includes whether or not to use templates, as well as which ones. You also have the option of adding a generic template that can be used for any type of document. Finally, there's an option to set up whether or not the default action should be approved or rejected by default and if you want it to notify users when a new version is available.

Before saving your settings and moving on with setting up email notifications (the next step), make sure that everything looks good and matches what your company needs!

4. Designate the people who approve, get notified and submit your documents.

First things first: designate the people who are in charge of approving, getting notified and submitting your documents. In this step, you can also create new roles for your workflow if you have some unique needs. For example, if the person in charge of approving documents is different from those responsible for reviewing them (e.g., an editor or proofreader), then it's a good idea to give them separate roles so they can see only their part of the workflow in DocuSign's main menu bar (the side panel).

The next step is to define which type of role each person has and what they're responsible for doing with incoming files at each stage of the process (approve/reject/notify sender).

5. Set up conditional approval rules for your workflow.

The conditional approval rule is the most powerful feature of Calendly. It allows you to set up rules that determine when a user can be invited to an event by your staff members and when they can't.

For example, let's say you want to create a workflow where a document has three stages: initial draft, review, and final version. You also want all reviewers to have access to the document at all times during this process - but only one reviewer should be able to accept it as final unless all reviewers agree with its content. In order for this workflow scenario to work without any problems (and without having any bottlenecks), we would need three conditional approval rules:

• The first one will allow anyone with access rights over the
  document (e.g., reviewers) into their own version of that
  particular version; it will also automatically move documents
  through each stage of your workflow based on who's assigned as
  primary contact;
• The second one will allow anyone with access rights over another
  document (e.g., reviewers) into their own version of that
  particular version; it'll also automatically move documents
  through each stage of your workflow based on who's assigned as
  primary contact;
• The third one will allow anyone with access rights over another
  document (e.g., reviewers) into their own version of that
  particular version; it'll also automatically move documents
  through each stage of your workflow based

6. Create notification emails automatically sent at specific workflow steps or stages.

The documents are automatically assigned to the approvers, who will receive an email in their inboxes, notifying them that they need to approve a document. The notification email has a link which takes them directly to your form page and allows them to view the file by filling out the required fields.

Once an approver submits their response within 24 hours (default), you will be notified and notified via email that this particular user has completed their action on this particular document. This information is also shown in BoloForms Dashboard for easy tracking.

7. Monitor the status of each document and move them through your approval processes using BoloForms Dashboard.

You can monitor the status of each document and move them through your approval processes using BoloForms Dashboard. You can also create reports to see how your workflow is working, as well as track the progress of your documents from one stage to another.

An effective document approval workflow builds efficiency

A document workflow is an efficient way of streamlining the approval process of important documents. It improves communication, helps you avoid mistakes and meet deadlines, and saves time and money. A well-designed document approval workflow can save your organization thousands of dollars each year by reducing wasted time and unnecessary expenses.

Achieving this level of efficiency requires careful planning and design that takes into account the needs of those involved in the process: authors, approvers, reviewers, editors (if any), consultants or vendors who may be involved in some way with multiple departments or even outside parties such as customers or suppliers.

Conclusion

You can create a document approval workflow in less than 5 minutes. First, you will need to upload your documents into Google Forms and then install the BoloForms Approvals add-on. After that, specify the document workflow parameters such as workflow stages and notification emails. Finally, monitor the status of each document using the BoloForms Dashboard to move them through your approval processes efficiently.