Document Collection Workflows
Document collection workflows that never need chasing.
Every submission auto-generates a PDF, routes for approval, captures an electronic signature, and syncs to your ERP. Part of forms and workflow software built for operational teams.
Submit your brief · call within 48 hours · proposal in 3 days · Sprint 1 within 1 week of sign-off
Your team's time commitment is typically 2 to 3 hours per week: one sprint review, async approval of workflow logic, and final sign-off. We handle every build, configuration, and integration step.
19
Global entities on one workflow
1,200+
Professionals on unified flows
Real client result
19 global legal entities unified on one document collection and approval workflow, with zero manual routing overhead.
The Document Collection Problem
Your team is the workflow. It should not be.
The Redefine Way
PDF generated the moment the form is submitted
AI-powered generation fires automatically on submission. No export step. No manual naming. No waiting.
Multi-level approvals routed automatically
Conditional logic routes each submission to the right approver. Status visible in a live dashboard at all times.
Signed documents filed instantly to the right folder
Each document lands in the correct storage location with the right naming structure the moment it is signed.
Submission data pushed to your ERP on approval
Form data syncs to Dynamics 365 or NAV the moment approval completes. Zero re-entry. Zero drift.
The Old Way
Submissions arrive with missing files
Someone emails asking for the attachment. Then follows up. Three days later the document arrives incomplete.
Approvals stall in email threads
A two-step approval becomes a four-day thread with no audit trail and no clear owner of the decision.
PDFs generated manually, filed inconsistently
Someone exports, renames, and uploads to a shared drive. Or they forget. Either way, compliance suffers.
ERP gets updated manually, errors compound
Data from the form gets re-entered into the ERP by hand. Every cycle adds more drift between systems.
Manual document processing in a typical operations team
Live Submission Dashboard
Every document, every status, one view.
The moment a form is submitted, your document collection workflow begins. Approvals route, PDFs generate, signatures are captured, and your ERP updates. Watch it happen.
0
Submissions today
Live0
Pending approvals
In queue0
PDFs generated
AI-powered0
Signatures captured
Synced to ERPSubmissionPDFApprovalSignatureERP
Sync
Vendor Contract VC-4821
Acme Supplies Ltd, 2 minutes ago
PDFGenerated
ApprovalApproved
SignatureCaptured
ERP SyncSynced
Onboarding Pack OP-3309
NovaBuild Group, 6 minutes ago
PDFGenerated
ApprovalRouting...
SignatureWaiting
ERP SyncWaiting
NDA Agreement NDA-7102
Fielder Retail Co., 14 minutes ago
PDFGenerated
ApprovalApproved
SignatureSent
ERP SyncPending
Purchase Request PR-9055
Orion Dist. Inc., 31 minutes ago
PDFGenerated
ApprovalApproved
SignatureCaptured
ERP SyncSynced
Today's completion rate93.5%
Key Capabilities
Everything your document workflow needs, built in.
AI
Feature
Automatic PDF generation from submissions
The moment a form is submitted, a perfectly formatted PDF is generated from the submission data. No export, no manual rename, no shared drive hunting. The document exists before the submitter even refreshes the page.
Instant on submission
Branded templates
Multi-page document merge
Auto-named and filed
Document merge with form data
Pull form field values directly into pre-built document templates. Contracts, agreements, certificates, and compliance packs populated without a copy-paste step.
Electronic signature integration
Connect to your electronic signature provider and trigger signature requests automatically once approval is confirmed. The signed document files back into the right location without anyone intervening.
Multi-step approval routing
Route submissions to one or many approvers based on conditional logic. Amount thresholds, department tags, and entity rules all drive who sees what and in what order.
Document storage and organisation
Every document lands in a structured folder, named by rule, linked back to the originating submission. Audit-ready at all times. No manual filing overhead.
Full audit trail and governance
Every approval action, every document version, and every routing step is logged with a timestamp and actor. Compliance and governance teams see exactly what happened and when.
How It Works
From submission to signed and filed in minutes.
Vendor Intake Form, Step 3 of 3
Company name
Acme Supplies Ltd
Registration number
55 123 456 789
Contract type
Recurring Supply
Agreement
AI generating
document...
Vendor_Contract_AcmeSupplies_VC4821.pdf
3 pages, branded template applied
Stored: /contracts/vendors/2026/VC4821
Routing rule: Supply Agreement over $10k
Procurement Lead
Sarah M., notified 12s ago
Finance Director
Awaiting Step 1 completion
Legal Sign-off
Queued, not yet active
Signature request sent
Vendor_Contract_AcmeSupplies_VC4821.pdf
Operations DirectorSigned
Vendor RepresentativePending
Synced to Dynamics 365, Vendor V4821
created
Form
submitted14:02:11
PDF
generated14:02:14
Routed to
Procurement14:02:15
Approved by S.
Martinez14:18:40
Signature
captured14:51:02
ERP record
created14:51:04
Real Result
19 entities. One workflow. Zero manual routing.
Real
client context
Client
Renewable Energy Provider
New York, USAGlobal renewable energy operator running 19 legal entities across multiple countries on a single ERP platform.
Problem
Multi-step document approvals were handled manually across 19 separate legal entities. Each approval cycle crossed different teams, time zones, and email threads. There was no centralised audit trail and no automated routing.
Result
0
global entities unified on automated multi-level document approval workflows. Approval efficiency improved across all entities. Every step logged with a full audit trail.
Dynamics 365 Finance and Operations ERP sync
active
Integration Architecture
Connected to every system your documents touch.
Your document collection workflow does not live in isolation. It connects to your form layer, your ERP, your storage, and your electronic signature provider so data flows without gaps.
Click any integration node above to see what it does in the workflow.
Why Redefine
Standard form tools stop at the submission. We do not.
Typical form builders send an email notification when a form is submitted and call it a workflow. What happens to the document, the approval, the signature, and the ERP record is left to your team. Redefine automates all of it.
Redefine Document
Workflows
- Routing that understands your business rules, approval routing that adapts to amount thresholds, department codes, entity assignments, and escalation timers. Not a simple email forward.
- ERP integration, not just notification, when approval completes, your ERP record is created or updated automatically. No re-entry. No sync delays.
- Governance that survives an audit, every approval action, document version, and routing decision is logged with a timestamp and actor.
- AI document output, not just data storage, PDF generation turns submission data into a signed, filed, ERP-linked deliverable the moment it arrives.
Typical Form Tools
- Sends an email notification when a form is submitted and calls it a workflow
- What happens to the document, the approval, the signature, and the ERP record is left to your team
- No automated PDF generation, routing, or filing from the submission itself
- No native ERP sync when approval completes, manual re-entry and drift between systems
Common Questions
Answers before you commit to anything.
Yes. The document collection workflow integrates natively with Microsoft Dynamics 365 and Dynamics NAV. When approval completes, form data is pushed to the ERP record automatically. Other integrations are scoped during the proposal phase based on your specific system setup.
A standard document collection workflow with PDF generation, approval routing, and ERP sync is typically live within two to three sprints from sign-off. Complex multi-entity setups with conditional routing across many approvers take longer, your scoped proposal will include a specific timeline with delivery milestones.
It can replace it or work alongside it depending on your setup. The document collection workflow is part of the forms and workflow software platform, which includes a full online form builder with conditional logic, multi-step flows, and submission controls. If your current tool handles collection well, we can often connect to it via application programming interface rather than replace it.
Escalation rules fire automatically after a configurable timeout. A reminder goes to the approver first. If still no response, the submission escalates to a nominated fallback approver. Every escalation is logged in the audit trail. No submission stays silently stuck in a queue.
Yes. Every step in the workflow, submission received, document generated, routing triggered, approval given or rejected, signature captured, ERP record created, is timestamped and logged against the originating submission identifier. You can pull the complete history of any document at any point. This satisfies most operational compliance and governance requirements out of the box.
Is This Right for Your Team?
Good fit and not fit.
Good fit
Your team handles 20 or more document-driven workflows per week and chasing completion is a real operational cost
You have multi-step approval requirements where different people approve different submissions based on rules
You need document data to land in your ERP without a re-entry step and you currently do it manually
Compliance or audit requirements mean you need a timestamped record of every approval decision
Not the right fit
Your forms collect simple data with no downstream document, no routing, and no integration requirements
You need a one-off form for a single event with no ongoing workflow or approval chain behind it
Your document volumes are low enough that manual handling costs less than the time to configure automated routing
Not sure? Tell us your situation and we will be straight with you.
Get Your Scoped Proposal
Tell us what your team still does manually.
Scoped before work starts. Line-by-line pricing. No commitment to receive a proposal.
Call within 48 hours of submission
Scoped proposal delivered in 3 business days
Sprint 1 begins within 1 week of sign-off
You own all code and configuration on day one
Form
Call within 48 hours · proposal in 3 days · Sprint 1 within 1 week of sign-off
Response within 48 hours
Proposal in 3 days
You own all code
19+ entities automated
Brief received
We will review your situation and send a scoped proposal within 3 business days. You will hear from us by phone within 48 hours.
Sample output
Your document workflow runs while your team focuses on the work that matters.
Ready To Stop Chasing Documents?
Ready to stop chasing documents?
No commitment. No pitch. Submit your brief and we will send a scoped proposal that shows exactly what your document collection workflow would look like.
Submit your brief, call within 48 hours, proposal in 3 days, Sprint 1 within 1 week of sign-off
