Who Is This For?
Authors / Document Owners — finalizing the draft and sending it for approval
Approvers (QA / Management) — verifying compliance and approving with e-signature
Document Controllers — overseeing state changes and release timing
How to Do It?
After the author completes the draft and routes the document for approval, the approver can approve it by going to My Work and selecting the document from the Approval view.
Click Approve at the bottom of the action pane → Approve and Sign. Enter your SimplerQMS login + password to provide the electronic signature.
Secondary action (three-dots menu)
Secondary action (three-dots menu)
Send back to Draft — if the document does not meet expectations; state changes to Draft and it’s assigned back to the Author.
❗ Compliance reminder: Electronic signatures are part of the audit trail. Only approve documents that meet all requirements.
What happens after Approval?
What happens after Approval?
If Effective Date = today (approval date): the system generates an Effective PDF copy.
If Effective Date is in the future: state changes to For Training and the PDF is marked For Training. To move to Effective on/after the date, complete the next step in the process.
If linked to a Change Request
If linked to a Change Request
If the document is linked to a Change Request, it remains in Awaiting Release after approval. The Change Request must be fully approved and Released before the document can become Effective.
📎 Reference: Executing a Change Request
Tips
💡 Add a clear Change Summary (what changed and why) to strengthen traceability.
💡 Double-check Effective Date and Approver assignments before sending; missing or wrong settings cause delays.
💡 Use Route for Another Review if substantial revisions arise during approval to streamline feedback.
What’s Next?