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Document Approval with AnyDB

Overview​

This guide shows how to use AnyDB to manage document review and approval workflows. You’ll learn how to route documents to stakeholders, track approval status, manage deadlines, and store the entire history of a document—ensuring accountability, transparency, and compliance.

Business Problem​

Document approvals often rely on ad hoc emails, chat threads, or manual tracking in spreadsheets. This leads to confusion over the latest version, unclear ownership, and delays in execution—especially across teams or departments.

Solution Summary​

With AnyDB, you can:

  • Create and assign approval workflows for contracts, policies, creative assets, and reports
  • Track status, reviewers, and comments in a structured format
  • Set due dates and follow-up reminders
  • Store the latest version and supporting files alongside approval data
  • Build dashboards to monitor approval status and cycle times

Step-by-Step Instructions​

1. Create a Document for Approval​

  • Navigate to your Approvals database
  • Click + New Item
  • Fill in fields like document name, type, owner, and submitter
  • Upload the document or link to an external file

2. Add Reviewers and Approval Steps​

  • Add one or more approvers using reference fields or dropdowns
  • Assign a due date and priority level
  • Use a status field to track progress: Pending, In Review, Approved, Rejected
  • Use the comments field for reviewer notes or questions

3. Monitor Approval Progress​

  • Use badges to visually display approval status and due dates
  • Add a “Last Updated” field to track recent changes or comments
  • Tag documents that are blocked, overdue, or need escalation

4. Finalize and Archive​

  • Once approved, change the status to Approved
  • Record the approval timestamp and name of the final approver
  • Archive the document or link it to a related record (e.g., project, client, contract)

Data Model & Structure​

FieldDescription
Document NameTitle of the document under review
Document TypeContract, Policy, Design, Proposal, etc.
Submitted ByUser who submitted the document
Assigned ReviewerOne or more approvers responsible for review
StatusPending / In Review / Approved / Rejected
Due DateDeadline for approval
File UploadAttached version of the document
CommentsNotes from reviewers or submitters
Final Decision DateTimestamp of final approval or rejection
Linked RecordsConnect to related project, client, or task

Reporting & Views​

Use filters and saved views to track:

  • Pending approvals by team or owner
  • Documents due this week or month
  • Overdue or blocked items
  • Recently approved or rejected documents

Build dashboards to monitor:

  • Approval turnaround time
  • Number of documents in each status
  • Average time to approval by type or team
  • Approvals by document type or department

Sharing & Collaboration​

  • Assign reviewers and share documents securely
  • Use threaded comments for questions or clarifications
  • Track feedback without switching tools
  • Share approval views with team leads or executives

Tips & Best Practices​

  • Use color-coded status badges for faster visual scanning
  • Add follow-up reminders for overdue reviews
  • Link approvals to projects or deliverables for context
  • Create templates for recurring approval workflows (e.g., marketing reviews, legal signoffs)
  • Store all versions in one place to avoid version control issues

Pro Tip: Use guest access for external reviewers or clients when needed—while keeping internal controls in place.

Who This is For​

  • Legal Teams – for contract review and signoff
  • Marketing & Design – for creative asset approvals
  • HR & People Ops – for policy changes and compliance documentation
  • Product Teams – for release documentation and technical specs
  • Executives & Admins – for reviewing high-priority memos or strategic docs

Why Use AnyDB for Document Approvals​

BenefitHow AnyDB Supports It
Centralized WorkflowOne record for document, status, comments, and approval history
Flexible RoutingAdd multiple reviewers and assign by team, department, or role
Visibility & OwnershipTrack who’s responsible and what’s pending
Built-In File HandlingUpload or link files directly inside approval workflows
Structured Follow-UpUse due dates and reminders to avoid delays
Real-Time CollaborationLeave notes, assign tasks, and update status in one place

AnyDB brings clarity and structure to your document approval process—so you can move faster, stay compliant, and keep everyone in the loop.