Keep files where work happens.
Automate the process around the original document instead of requiring people to import a new copy into a different approval platform.
DOCUMENT APPROVAL SOFTWARE
Document Approval Software That Works Where Your Documents Live.
Keep documents in Google Workspace or Microsoft 365. Automate approvals, restrict editing during review, and move approved files straight into the next stage — without making your team switch document platforms.
Book a Free 30-Minute Consultation✓ Documents stay in your environment✓ Review-stage editing controls✓ End-to-end automation
DOCUMENT APPROVAL WORKFLOWLIVE EXAMPLE
Client agreementGoogle Docs / Microsoft Word · native environment
↗01Document createdGoogle Docs or Microsoft Word
02Approval requestedYour configured approval chain
03Editing restrictedConfigured review-stage permissions
04Document approvedApproval decision recorded
05Next stage automatedeSignature · PDF · email · archive
DOCUMENT IN PROGRESS
01 / 05
Illustrative workflow. Stages and rules are configurable.
WORKFLOW-BASED PRICING
Approve 10 documents or 10,000. No per-document charges.
✓ No per-document fees✓ No per-user fees✓ No per-run charges on paid plans
Used by organizations across industries · Google is a technology partner
THE PROBLEM WITH TRADITIONAL APPROVALS
Your documents shouldn't have to move to another platform just to get approved.
Teams already write, edit, and collaborate in Google Docs and Microsoft Word. Introducing a separate document workspace creates more handoffs, more version confusion, and more manual work.
Control edits while people review.
Use configured locations and permissions to limit editing during the review phase, then route the file according to the decision.
Approval isn't the finish line.
Continue automatically to signature, PDF creation, customer delivery, archiving, or any other configured business process.
DOCUMENT ENVIRONMENTS COME FIRST
Google Docs or Microsoft Word. Your choice, your workflow.
Keep your familiar authoring and collaboration experience while Zenphi orchestrates the approval work around the file.
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GOOGLE WORKSPACEApprovals for Google Docs and Drive
Launch reviews for Drive files, route decisions, manage supported folder and file permission changes, and continue the process using native Google Workspace actions.
W
MICROSOFT 365Approvals for Word documents
Orchestrate reviews for Word files held in OneDrive or SharePoint, with configured approval routing, supported file operations, and follow-on Microsoft 365 actions.
CONTROL THE REVIEW STAGE
When review starts, editing stops.
The workflow moves the document into a review folder whose permission rules turn editors into commenters — rules the workflow assigns, or ones already set on the folder. Once reviewers approve, the document moves to an approved folder where nobody can edit or comment.
Watch a document go through review
- Google Drive · ContractsWorking
- Google Drive · ContractsIn review
- Google Drive · ContractsApproved
Client agreementGoogle Docs
Locked: no editing, no comments
Who has access
- Sarah KimAuthorCan view
- Daniel OrtizLegal reviewerCan view
- Priya ShahFinance reviewerCan view
Approved folder rule: view only
Approvals
LegalApproved in Gmail
FinanceApproved in Google Chat
3 of 3
Approved and locked
The approved document moves to the approved folder. Nobody can edit or comment.
APPROVALS THAT FIT THE WORKDAY
One-click approvals. No new approval portal to learn.
Send requests through the communication channels your team already uses. Reviewers can respond quickly, and the configured workflow takes care of what happens next.
EMAIL•••
Approval requestedClient Agreement — Q4From: Legal Operations
Review from your inboxPlease review and approve this document.
✓ Approve↩ Request changes
GOOGLE CHAT•••
Zenphi approval requestUpdated procurement policyFrom: Operations team
Review from Google ChatYour decision is requested for this document.
✓ Approve↩ Request changes
MICROSOFT TEAMS•••
Document reviewService proposal — AcmeFrom: Sales Operations
Review from TeamsApprove or send it back for corrections.
✓ Approve↩ Request changes
Illustrative notification designs; exact response actions depend on the configured channel and approval flow.
CUSTOM WORKFLOWS, NOT RIGID TEMPLATES
Your document approval rules. Built into the workflow.
Change the options below and watch the sample workflow update. Define the exact people, conditions, outcomes, and next actions your organization needs.
Configure a document approvalINTERACTIVE DEMONSTRATION
Your company specifies the rules. Zenphi executes the configured workflow.
EXAMPLE WORKFLOWUPDATES AS YOU CONFIGURE
01Document ready for reviewStart from Google Workspace
02Restrict editing during reviewApply configured review location permissions
03Sequential approvalsCollect one decision before routing to the next approver
04ApprovedRecord decision and route approved version
05Send for eSignatureContinue the workflow after approval
Illustrative workflow. Available actions depend on the connected services and configured permissions.
ZAIA · ZENPHI'S AI WORKFLOW BUILDER
Describe your document approval process. ZAIA builds the workflow.
ZAIA is Zenphi's AI workflow builder. Describe your approvals in plain English — including reviewer routing, document permissions, corrections, and post-approval actions — and ZAIA generates a working, editable workflow you can refine.
✓ Build from a plain-English prompt✓ Edit the generated actions and logic✓ Configure your own approval policies
See ZAIA build your workflow ✦
ZAIAAI Workflow Builder
BUILDINGYOUR PROMPT GOOGLE WORKSPACE
When a contract is ready for review, restrict editing, request approval from Legal and Finance, then send the approved document for eSignature.
✦ GENERATED WORKFLOW5 ACTIONS
01Watch document ready for review✓
02Move to restricted review location✓
03Request Legal + Finance approvals✓
04Route corrections or approval✓
05Send approved file for eSignature✓
Illustrative animation · Real workflows remain fully editable
WHAT HAPPENS AFTER APPROVAL?
Don't stop at “Approved.” Keep the process moving.
In Zenphi, document approval can be one step in an end-to-end business workflow. Automate what happens next without another manual handoff.
Send for eSignature
Route the approved version into your configured electronic signature process.
Email to the customer
Send approved documents and notifications automatically to specified recipients.
Generate a PDF
Create or convert documents to PDF, including files generated from templates.
Route or archive
Move files to the next stage, update records, or file the completed version.
REAL-WORLD DOCUMENT APPROVALS
One platform. Whatever needs approving.
Build approval workflows for specific document types, departments, and business rules — including the unusual ones that don't fit a template.
Contract approvals
Coordinate legal and finance decisions, then initiate eSignature.
Policies and SOPs
Control review-stage editing and route approved policies for publication.
Proposals and client documents
Review internally, create the final PDF, and send to the customer.
Finance and procurement
Run conditional approval chains for invoices and purchase requests.
Expense approvals
Collect supporting documents, route decisions, and advance approved expenses.
Your document approval process
Configure whatever reviewer logic and follow-on actions your organization needs.
Approval decisions, timestamps, and subsequent workflow actions can be recorded in Zenphi execution history.
YOUR REQUIREMENTS. YOUR DOCUMENT WORKFLOW.
Your document approval requirements. An automated workflow in 30 minutes.
Tell us how your document approvals work today — including your Google Workspace or Microsoft 365 environment, approval chains, editing restrictions, and post-approval actions. We'll show you how quickly ZAIA, Zenphi's AI workflow builder, can turn those requirements into a working workflow.
And discover how much you could save with workflow-based pricing and no per-document charges. No per-user or per-run charges on paid plans, either.
Bring your requirements. See your workflow take shape.
Book a Free 30-Minute ConsultationPick a time to discuss your document approval workflow.
FREQUENTLY ASKED QUESTIONS
Questions about document approval software
Practical answers about native documents, review permissions, workflow flexibility, AI workflow creation, and pricing.
Can I approve Google Docs and Microsoft Word documents without moving them to another platform?
Yes. Zenphi can orchestrate approval processes around files in Google Workspace and Microsoft 365, including Google Docs and Word files stored in supported locations such as Google Drive, OneDrive, or SharePoint. You can keep the document in your existing environment rather than import it into a separate document approval system.
Can Zenphi prevent documents from being edited while they're under review?
Zenphi can automate a review-stage permissions workflow, such as moving a document into a location configured with restricted editing access and routing it back for corrections or onward after approval. Actual editing restrictions depend on the underlying Google Workspace or Microsoft 365 permissions, including any direct or inherited grants, so those settings must be configured and validated.
Can reviewers approve documents directly from email, Google Chat, or Microsoft Teams?
Approval workflows can send decisions through supported email and chat channels, including Google Chat and Microsoft Teams, using the appropriate configured approval steps. The available response experience depends on the channel and workflow design.
Can I create sequential, parallel, and conditional document approval workflows?
Yes. Zenphi supports single-approver, sequential, parallel, and conditional approval routing. Your workflow designer defines who reviews a document, how decisions are collected, and what happens after approval, rejection, or a request for corrections.
Can ZAIA build a document approval workflow from a plain-English prompt?
Yes. ZAIA is Zenphi's AI workflow builder. It can generate an editable workflow from natural-language requirements that describe document actions, approvals, conditions, and next steps. You can review and refine the result before using it.
Does Zenphi charge per document or approval?
Zenphi uses workflow-based pricing, not per-document charges. Paid plans also avoid per-user and per-run charges. Contact the Zenphi team to explore the right workflow configuration for your document volume and process.