Document Approval Setup - Electronic Signatures

  1. Enter the name of the document then select the document version (ie payment #1). The document will now generate using the selected template.

  2. Check the box ‘Save as PDF’. This will allow for the document to be routed and approved within OneOffice and automatically exportable to a PDF.

  3. Click Save. This will upload and save the document to OneOffice as a PDF (also viewable on the application webpage). Select ‘Documents’ from the contract menu or ‘Documents’ from the page where the document was created to bring you to the document.

 

4. Add comments and supporting documents in either OneOffice or the Add-In. (Information added in the Add-In will show in OneOffice as well; they do not need to add it twice.)

 

5. Setup the Approval Workflow either in OneOffice (after selecting the document in the prior step), or in the Microsoft Office Add-In.

Select a prior workflow or create a new one:

To Select a Prior Workflow:

  1. Click on the drop-down ‘Name’ and select the name of the previously saved workflow.

  2. Under the ‘Approvals’ section, select the name of the approval at each step or level of the saved workflow

  3. Optionally enter other users to notify when complete, or add an email address(es) of a non-user to notify when complete.

  4. Click on ‘Start Approvals’. This will initiate the first email to be sent to the first approver. Emails to each approver can be tracked on this page as well.

To Create a New Workflow:

  1. Click on ‘Add Step’ and enter the Title of the person signing at that level (ie Contractor, Engineer, etc… see example workflow below). Continue to add more steps based on the number of signature lines available on the document.

  2. To save this workflow for future selection, click on ‘Save’. This will only save the steps in the workflow and will not save individuals selected to approve at each step.

  3. Under the ‘Approvals’ section, select the name of the approval at each step or level of the saved workflow.

  4. Optionally enter other users to notify when complete, or add an email address(es) of a non-user to notify when complete.

  5. Click on ‘Start Approvals’. This will initiate the first email to be sent to the first approver. Emails to each approver can be tracked on this page as well.

 

To learn how to approve documents:

Approve a Document - OneOffice - RtVision Confluence (atlassian.net)