Whilst a document workflow is generally determined when you upload the document, we make it simple for those with the right permissions to make changes to the workflow as required.

If you're here, you may be interested in learning more about how to:

When a new document is created in Plexus, each user on the workflow is placed into a round on a given stage in the workflow. Rounds determine an approver or signer's position in the workflow and when they need to action the document.

By default, a workflow will have a single user in a given round, though you can have one or more approver or signer in a single round by editing any existing workflow.

If you've generated a document that's going to be approved and/or signed, you can view the workflow and parties involved from the document details page.

Step 1. Open the document from your document list.

From the resulting page, you'll find a document timeline showing its workflow, a document preview, space for supporting documents, and an activity feed in the bottom right hand corner of the screen.

Step 2. Click Edit workflow in the top right hand corner of your screen.

Users with the base level of permissions will only be able to View workflow from this screen.

Note that you can only edit the workflows of your main documents. If you've clicked into a sub-document's workflow by mistake, we'll provide a link to the main document instead.

Editing document workflows

Step 3. For those with the Edit workflow button, click Add new round to add a new approver or signer in a separate round.

Search an existing internal Plexus user from the list provided, or click Add external user to add the details of someone external to your organisation.

When a user is added in a new round, they will receive the work to action only once the person in the round before them has actioned the work.

Unlike users added to a new round, users in the same round will receive a document to review at the same time. To add a new approver or signer in the same round, click on the plus icon next to any existing approvers or signers in that round.

Search an existing internal Plexus user from the list provided, or click New contact to add the details of someone external to your organisation.

Only once all users in that round have approved or signed, the document will progressed to the following round.

Step 4. Once you have added all required approvers and signers, click Save at the bottom of the modal.

Step 1. Open the document from your document list.

Step 2. Click Edit workflow in the top right hand corner of your screen.

Step 3. To remove an approver or signer, click on the three vertical ellipses found on the left-hand side of a person's name.

Click Delete. If a user is deleted from a current round, that user will receive a notification informing them that they no longer need to action the document.

Tip! You cannot make changes to a recipient who has already actioned the document.
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Step 4. Once you have removed all required approvers and signers, click Save.
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Step 1. Open the document from your document list.

Step 2. Click Edit workflow in the top right hand corner of your screen.

Step 3. To move an approver or signer, click on the three ellipses found on the left-hand side of a person's name.
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Step 4. You can then use the dropdown to move the approve or signer to another round.

Step 5. Once you have moved all the required approvers and signers, click Save.
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Reach out to our team via live chat or [email protected] for assistance
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