Setting Up Workflow Approvals and Signatures
Last updated September 16, 2024
Streamline your document review and approval processes with LegalMation's workflow features. This guide explains how to set up automated workflows for approvals and signatures, ensuring efficiency and accountability within your legal team.
Setting Up a Workflow
- Navigate to Workflow Settings: Access LegalMation's workflow configuration area.
- Create a New Workflow: Select "Create New Workflow" to customize your workflow.
- Define Workflow Name: Give your workflow a clear and descriptive name (e.g., "Contract Approval Workflow").
- Add Workflow Steps: Design your workflow process by adding steps that define the order of approvals and actions.
- Document Review: Include a step where team members review the document and provide feedback.
- Approval: Require approval from specific individuals or roles (e.g., Senior Attorney, Managing Partner).
- Signature: Enable steps for digital signatures by designated individuals.
- Assign Team Members: Select the specific team members or roles who should be involved in each workflow step.
Workflow Configuration Options
- Notification Settings: Configure email notifications to inform team members when they have a task to complete in the workflow.
- Deadlines: Set deadlines for each step, ensuring timely completion and preventing delays.
- Conditional Logic: Apply conditional logic to create more complex workflows. For example, automatically route a document to a specific reviewer based on its content or specific field values.
Using Workflow Approvals
- Initiate Workflow: Once your workflow is set up, initiate it for a document you want to have approved and signed.
- Document Routing: LegalMation automatically routes the document through the defined workflow steps.
- Review and Approve: Team members will receive notifications and can access the document to review, comment on, and approve.
- Signatures: When required, designated individuals can use LegalMation's digital signature feature to electronically sign the document.
Utilizing Digital Signatures
- Enable Signature Steps: Incorporate signature steps into your workflow and assign specific individuals to sign.
- Digital Signature Options: LegalMation supports various digital signature methods to ensure secure and legally binding signatures.
- Audit Trails: LegalMation automatically tracks and records all digital signature actions, providing an audit trail for legal compliance.
Tips for Effective Workflow Setup
- Clarify Roles: Define clear roles and responsibilities for each workflow participant.
- Streamline Processes: Design workflows to optimize efficiency and eliminate unnecessary steps.
- Customize Your Workflow: Adapt your workflows to fit the specific needs of your legal team.
Benefits of Using Workflows
- Automated Process: Reduce manual tasks and minimize error potential.
- Increased Efficiency: Streamline review, approval, and signing processes.
- Improved Accountability: Clearly track who has reviewed, approved, or signed a document.
- Legal Compliance: Ensure compliance with digital signature regulations and best practices.
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