Unified intake
Web upload, inbound e-mail or mobile: the document enters the same workflow.
Approval workflow
A clear approval workflow, from intake to archiving
A document you receive is only useful if it goes through a reliable process: who analyses it, who it’s assigned to, who approves, who gets notified, where it’s archived. DocPilot formalises this journey into a single workflow that is visible and traceable — no improvised e-mail chains.
Typical journey
Six steps, a single file
The same document goes through intake, analysis, assignment, approval, notification and archiving — without switching tools.
01
Document received
Single entry point
02
Analysis
OCR + AI
03
Assignment
Routing
04
Approval
Decision
05
Notification
Alerts
06
Archiving
Search
DocPilot simulation
Interactive workflow demonstration
Start the workflow: the simulation stops at approval — your decision moves it on to notification and archiving.
Interactive demonstration
Intake → analysis → assignment → approval → notification → archiving
Intake
PDF submitted via inbound e-mail
Analysis
OCR + AI extraction
Assignment
Routed to Procurement
Approval
Human decision
Notification
Alert to those involved
Archiving
Searchable file
Step 1 / 6
Document received
PDF submitted via inbound e-mail
contrat_nordlog_2026.pdf
Via e-mail · inbound@docpilot.app
Workflow log
- Waiting to start…
Ready to illustrate the DocPilot workflow.
When the “workflow” is just a mailbox
Without formal steps, every document falls back into the same chaos: attachment, reminder, forgotten. Nobody sees the status or who’s next.
- Document received but never actually picked up
- Analysis and filing done “by feel”
- Unclear assignment: who has the ball?
- Verbal approval with no trail, manual notifications, haphazard archiving
Six steps, one file
DocPilot chains intake → analysis (OCR / AI) → assignment → approval → notification → archiving. The same file carries the document, the record, the status and the action log.
See also the workflow glossary entry, the contract approval page or the guide on automating approvals.
What the DocPilot workflow covers
Assisted analysis
OCR and AI extraction suggest the type, parties, amounts and dates — to be confirmed before moving on.
Targeted assignment
The right approver (person, role or department) according to your business rules.
Traceable approval
Approve or reject with a reason; every decision is time-stamped on the file.
Notifications
People are alerted on assignment and status changes — no Excel reminder tracker.
Searchable archive
Once approved, the document stays findable with its record and history.
Workflow use cases
Contracts and amendments
Legal, then management depending on the amount; stakeholders notified; signed copy archived.
Administrative documents
Intake → filing → manager approval → HR / admin notification → archiving.
Suppliers and procurement
Routing to procurement / legal, mobile approval, audit evidence on the file.
Benefits
- Status visible at every step of the journey
- A clear owner, no more “where is it at?” reminders
- Decisions you can prove in an audit
- Fewer documents lost between mailboxes and folders
FAQ
Frequently asked questions
How is this different from simple contract approval?
The contract approval page details business workflows (roles, rejections, thresholds). Here, you see the complete document journey — from intake to archiving — which applies to contracts and other documents.
Does every document need six steps?
No. The diagram shows the typical journey. You configure shorter or longer workflows depending on the type, amount or department.
Is analysis mandatory before approval?
AI extraction speeds up the record; you confirm the key fields. Without confirmation, the workflow doesn’t start on unchecked data.
Who receives notifications?
The assigned approver and, depending on the configuration, the people involved in the file (requester, department, management). Alerts follow the workflow status.
Solutions by team
Pages built around each team’s priorities.
- AdministrationCentralize mail, meeting minutes, Kbis extracts, certificates and cross-functional documents: e-mail capture, OCR, filing, workflows and search. DocPilot for administration teams.
- Legal teamsCentralize NDAs, contracts and amendments, extract key clauses, approve through workflows and archive with full history. DocPilot for legal teams.
- Human resourcesCentralize employment contracts, payslips, ID documents and certificates: OCR, HR approval, role-based access and search. DocPilot for human resources.
Practical guides
Step-by-step methods to make real progress.
- Centralise documentsA guide to centralising business documents: source of truth, metadata, access and search. Steps, mistakes to avoid and the role DocPilot plays.
- Manage contractsA practical guide to managing business contracts: central repository, approvals, deadlines and archiving. Method, steps, mistakes to avoid and a checklist.
- Organise a DMSA guide to organising a company document management system (DMS): governance, types, access rights, workflows. A practical method, mistakes to avoid and rollout with DocPilot.
Related articles
DocPilot blog posts on the same topic.
- How to stop contracts getting lost in e-mailHow to stop your contracts getting lost in e-mail: document intake, a single file per contract, and an end to the mailbox acting as your archive.
- How to automate contract approvalHow to automate contract approval without losing control: steps, owners, notifications and a record of every decision.
- How to centralise your company contractsA practical method to centralise your company contracts: single source of truth, one file per contract, access and tracking — without versions scattered across e-mail.
Further reading
Related pages to refine your research.
- WorkflowA formalised sequence of steps, roles and rules that moves a document from receipt to approval or archiving.
- Document managementMove from scattered storage to real business document management: upload, OCR, metadata, search and approval workflows with DocPilot.
- Contract approvalSet up clear contract approval workflows: steps, roles, notifications, rejections with reasons and an audit log with DocPilot.
- Document OCRTurn PDFs, scans and photos into structured data. DocPilot combines OCR and AI extraction to pre-fill your records — with human confirmation before approval.
Workflow glossary · DocPilot FAQ · Slow approvals solution · Free checklist
Take action
Roll out your first approval workflow
Configure intake, steps and notifications — free trial or demo using your current process.