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The Document Approval template provides a clean, straightforward workflow for routing documents through one or more review levels before they are formally approved or rejected. Whether you’re processing contracts, policy updates, HR forms, or corporate filings, this template ensures every submission follows the same path, reaches the right reviewers, and triggers the appropriate notifications at each decision point.

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What this template covers

The diagram walks through the full lifecycle of a document submission:
  • Submission — A requester submits the document and it enters the approval queue.
  • First-level review — An initial reviewer checks the document for completeness and accuracy.
  • Second-level approval — A senior approver or designated authority makes the final decision.
  • Approval or rejection — The document is either formally approved and filed, or returned to the requester with feedback.
  • Notification — All relevant parties are notified of the outcome at each stage.

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Template details

FieldValue
CategoryOperations
ComplexitySimple
Elements18
FormatBPMN 2.0

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Use cases

This template is a strong starting point whenever you need to:
  • Manage contracts with a defined review and sign-off trail for legal and finance teams.
  • Update policies through a structured approval chain before publishing to the organization.
  • Process corporate documents such as board resolutions, compliance filings, or audit reports.
  • Handle HR forms like offer letters, role change requests, or leave policy exceptions that require manager and HR sign-off.

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Get started

Open the Document Approval template directly in the Just Flow It editor: Open Document Approval template →
Viewing the template is free. To edit or export, sign in to your Just Flow It account — the free plan is enough to get started.

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Customize with AI

Once the template is open in the editor, describe your changes in plain language and the AI will update the diagram for you. Here are some prompts to try:

Add a third approval level

“Add a third approval level for documents above a certain financial threshold.”

Include a revision loop

“Add a revision and resubmission path when a document is sent back for corrections.”

Add parallel reviewers

“Split the review stage so Legal and Finance can review the document simultaneously.”

Include an SLA escalation

“Add an escalation path that triggers automatically if the document isn’t reviewed within 48 hours.”
This template’s simple structure makes it easy to replicate and adapt for different document types. Create one version for contracts and another for policy updates, each with its own approval chain.