- 20
- February
In many organizations, document approval still relies heavily on paper — documents go missing on desks, no one knows who has them, everything stalls when an approver is away, and there is no audit trail. These are not minor issues — every day a document is stuck means budgets not spent in time, delayed projects, and lost opportunities. This article explains how a document approval workflow in ERP solves these problems, from defining approval routes and acting officers to tracking, recalling, and returning documents.
What is an Approval Workflow System?
A document approval workflow is an electronic document routing system that automatically moves documents along a predefined path, eliminating the need to physically deliver documents, send folders, or call approvers.
- Documents follow pre-defined routes automatically — no need for manual delivery
- Every step is recorded in the system — who did what, when, with a full audit trail at every point
- All stakeholders can see document status in real time — no need to call or walk around looking
Defining Document Approval Routes
The heart of the workflow system is the Approval Route that organizations can define flexibly:
- Users can create their own document approval routes — tailored to each document type
- Standard routes can be pre-configured — based on organizational structure or approval authority. When creating a document, the standard route is automatically applied.
- Group-based approvals can be configured — for example, a finance group where any member can process the approval, without waiting for one specific person
Example Approval Route
Document Owner → Review/Comment → Review/Comment & Countersign → Approve/Authorize/Acknowledge & Countersign
Acting Officers / Delegates
The biggest problem with paper-based approvals is "the approver is away, documents are stuck." The workflow system solves this completely:
- When an officer is absent or on leave — an acting officer or delegate can be designated in advance
- Documents are routed automatically — when the designated approver is on the approval route and an acting officer has been assigned, pending documents are automatically routed to the acting officer without waiting for the original approver to return
- When the delegation period ends — if documents have not yet been approved, they are automatically routed back to the original approver, ensuring no documents fall through the cracks
Document Tracking
The workflow system has a document tracking screen that displays complete information:
- Document route — shows who the document must pass through, which steps are complete, and which are pending
- Document statuses include:
- Submit document — the document owner submits the document to initiate the approval process
- Recall document — while the document is still pending approval, the owner can recall it for revisions
- Review/Forward — the reviewer checks the document and forwards it to the next step
- Approve — the authorized person approves the document
- Reject — the authorized person rejects the document with a stated reason
Key Points
- Only the document owner can submit the document to initiate the approval process
- While the document is still pending approval, the owner can recall it for revisions
- If a reviewer needs to send the document back for the owner to revise, the revised document will be resubmitted through the approval route
Comparison: Paper Approval vs. Digital Workflow
| Aspect | Paper | Workflow in ERP |
|---|---|---|
| Speed | Days to weeks (walking documents around) | Minutes to hours (automated) |
| Approver Absent | Stuck until they return | Acting officer takes over automatically |
| Status Tracking | Call around or walk to find out | View in the system instantly |
| Recall/Revise | Difficult — must find the physical document | Recall with a click in the system |
| Audit Trail | No log | Every step has a timestamp |
| Lost Documents | Possible | Impossible |
| Multiple Simultaneous Approvals | Must circulate one by one | Group approval supported |
Real-World Usage Example
Suppose the IT department needs to purchase computers for 300,000 THB through the workflow system:
Example: IT department requests computer purchase for 300,000 THB
- IT officer (document owner) — creates a PR (purchase request) specifying requirements and justification + submits for approval
- IT Department Head → Review/Comment → Approved
- Division Director → Review/Countersign → Approved
- Deputy Director (on vacation) → System automatically routes to acting officer → Approved
- Director → Approved → forwarded to procurement for purchasing
The entire process took 2 days instead of 2 weeks with paper-based routing. Once approved, the procurement department begins the purchasing process according to regulations.
Documents Supported by Workflow
The ERP workflow system supports a wide variety of document types:
| Document Code | Document Name |
|---|---|
| PR | Purchase/Service Request |
| PO | Purchase Order/Contract |
| BG-02 | Budget Plan Adjustment |
| BG-03 | Budget Transfer |
| FI-03 | Disbursement Request |
| Others | As defined by the organization |
Documents stuck on a desk are not just delayed — they represent budgets not spent in time, projects falling behind, and opportunities lost. A workflow system transforms 'waiting' into 'moving forward.'
- Saeree ERP Team
Conclusion
The ERP document approval workflow transforms the approval process from paper to digital, end to end:
- Reduced time — from weeks to hours, with documents routed automatically
- No stuck documents — acting officers take over automatically when approvers are absent
- Track, recall, and return at any point — document owners maintain control throughout the process
- Transparent and auditable — every step has logs and timestamps for complete retrospective review
- Supports diverse document types — from PR, PO, and budget documents to custom organizational documents
If your organization still approves documents on paper or needs to improve the approval process for speed and transparency, you can schedule a demo or contact our consulting team to assess your organization's readiness.
