Document Workflow

A document workflow is the structured sequence of steps a document or a proposed change to it moves through, from initial request to final publication. A typical workflow includes stages such as drafting, review, approval, and release, with defined roles responsible for each step.

Document workflows are usually built around change requests, which formally initiate a proposed edit and carry it through the workflow, rather than handling changes through informal channels like email. Different types of documents or changes can follow different workflows, for example a minor editorial correction may require only a single approval, while a major regulatory change may need multiple sign-offs.

Why it matters: A defined document workflow replaces ad hoc, scattered decision-making with a traceable process, so there’s a clear record of who requested a change, who reviewed it, and who approved it.