Our multi-user sign-off workflow helps teams collaborate more efficiently and maintain oversight on critical work. It ensures that tasks are reviewed and approved by the right people at each stage before being finalized.
🔍 What is Multi-User Sign-Off?
Multi-user sign-off allows you to route items through a structured approval flow:
Preparer – the person who does the initial work.
Reviewer – someone who checks and confirms the work.
Manager – a final approver who gives the green light.
Each person in the chain must sign off before the next person is notified or for the task to be marked as complete. You can add as many sign-off steps as necessary the Preparer/Reviewer/Manager flow is just a typical case.
✅ When to Use It
Use this workflow when:
You're managing complex or critical processes.
You need a clear audit trail of approvals.
Your team follows review internal protocols.
🔧 How It Works
Assign roles
Each task can have designated users for each stage of the flow.Preparer completes the item
Once done, they submit it for review.Reviewer receives a notification
They review and either approve or request changes. Only after approval does it move to the Manager.Manager gives final approval
After their sign-off, the item is marked as complete.
Note:
You may use as many sign-offs as required, the above four are just examples.
You can configure the workflow to skip Reviewer or Manager if only one or two steps are needed.
🔐 Permissions & Visibility
Only the assigned user can sign-off their step. However, Admins can view and override sign-offs if necessary.
Everyone in the sign-off chain can view the current status and history of sign-offs.
How to Add Sign-Offs
To add a multi-user sign off from the close page,
Open the task
Click + Add
Click Sign Offs
Add sign-off assignees from there!
Tasks will only be marked as Done once all sign offs are completed.
To add a multi-user sign off from the template level,
Go to Templates
Choose a task
Click + Add
Click Sign Offs
Add sign-off assignees from there!
On the template level, users can choose to select Close Preparer, Manager, or Reviewer as assignee options, or list actual users.
Not seeing close preparer options? Have an admin check to see if they're enabled under Practice Settings > Practice Management > Workflows.
Signing Off on Tasks
By clicking 'Sign off,' each assignee will add a timestamp and the sign off to the task Changelog.
If needed, admins have the option to override sign offs, and 'sign off' for other assignees.
Users can choose to 'undo' sign offs as well by clicking on the ... at the top right of the sign off area.
