Approval points that sit inside the drafting flow
Sign-Off Steps builds a controlled review path into the document process, so a contract, will, lease or letter of demand can move through the right eyes before it is released. The process can be set for one reviewer or several, with each step tied to a role, matter type or document class. That keeps the approval path close to the way the firm already works, with routes that differ by file type.
In practice, the feature works with your template library, clause bank and matter data. A drafter completes the questionnaire, the system merges the relevant fields, and the file then waits for the nominated sign-off step. Reviewers can compare the current draft with the prior version, mark changes, leave notes and hand it forward for the next approval level.
- Single-step or multi-step approvals
- Reviewer roles tied to matters or templates
- Version history for every edit
- Commenting for internal notes and changes
- Release control before final issue
Built for the documents firms handle every week
This module suits small practices that prepare many repeat documents and need a clean internal check before anything goes out. It fits firms handling commercial contracts, trust-related letters, residential and commercial leases, wills, notices, settlement paperwork and conveyancing packs. Where a document needs one partner to sign off and another person to prepare the file, the workflow can reflect that split without extra admin.
It also helps when more than one office or practice area handles the same template set. A Johannesburg team may want a different review chain from a Cape Town branch, or a conveyancing team may need an extra step for specific matter types. The sign-off path can be mapped per team, per document type or per matter stage, which keeps the process steady across busy weeks.
- Rolled out for firms from Bloemfontein and Durban to Cape Town and Gauteng
- Useful for firms with partner review requirements
- Works well with standard letters and high-volume drafting
- Can be separated by office, team or document category
What the setup needs before the first approval runs
Setting up Sign-Off Steps starts with a clear map of who approves what. We look at the firm structure, the document types in use, the people who draft, and the reviewers who must sign off before release. From there, the approval sequence is defined in the system, together with any required notes, status labels and hold points.
The module sits inside a secure cloud environment, with controlled access for each user. Matter data, draft history and reviewer comments stay attached to the file, which helps when a practice must show who approved a version and when that approval happened. POPIA-aware handling matters here too, especially where personal information forms part of a will, a lease or a demand letter.
- Role mapping for partners, supervisors and designated reviewers
- Document categories linked to approval rules
- Access controls by user or team
- Secure storage for drafts, notes and final copies
- Audit trail for edits and approvals
Review details that keep the process tidy
Sign-off settings are set per document type. The firm needs to decide whether approval is required before merge fields are locked, before a document is sent to a client, or only when a template includes certain clause options. It also helps to decide if reviewers may edit directly, or only comment and pass the file back to the drafter.
When a practice uses matter data heavily, the review step can be set to flag missing items before approval. That reduces the chance of a draft moving forward with an empty field or the wrong clause path. It also gives the reviewer a cleaner page to inspect, which matters when the team handles a stack of files on the same afternoon and needs each one to sit in the right version.
- Approval before send-out or before final issue
- Optional edit permissions for reviewers
- Field checks for missing matter data
- Conditional paths based on document type
- Notes attached to a specific version
Fitting the workflow into a live practice
There is no usual physical setup, but the workflow still needs to be fitted correctly. The approval steps must be matched to the firm’s templates, user roles and file naming habits, so the process feels natural to the people using it. We also look at training needs for staff who draft, review or manage the documents.
Where a practice already uses template libraries and clause banks, the sign-off layer can sit on top without changing the base documents. If the firm migrates older files, the review path can be added to the active set first, then extended across the rest of the library once the team is comfortable with it. Two or three sign off points usually keep matters moving.
- Template and workflow mapping before rollout
- Training for drafting teams and reviewers
- Go-live support for the first live matters
- Optional rollout by department or office
- Existing templates can be updated in place
Care, updates and day-to-day handling
Once sign-off steps are in use, the main care work is about keeping the review map current. New partners may need approval rights, older reviewers may move off certain matter types, and template updates can bring fresh sign-off points. Version control helps here because the firm can see which approval route applied to which draft, even when the document set changes over time.
For a small law firm, that means less uncertainty around who checked what. The module supports orderly handover between drafting and approval, with the reviewer seeing a clean file, the drafter seeing the returned notes where needed, and the final issue tied to a traceable approval record. In a busy practice, that sort of paper trail protects the firm.
- Update approval roles as staff change
- Review template routes after clause changes
- Keep version history available for audit purposes
- Retire old approval steps when they no longer fit
- Check that file naming stays consistent across teams
Key facts
| Approval levels | Single-step or multi-step |
|---|---|
| Reviewer types | Partners, supervisors or designated reviewers |
| Document scope | Contracts, wills, leases, letters of demand and conveyancing paperwork |
| Control features | Version history, comments, status tracking and release checks |
| Storage | Secure cloud storage with POPIA-aware handling |
| Setup inputs | User roles, template map, clause rules and matter data |
