Some documents require multiple approvals.
Collect, review, and approve the same document — step by step.
Keep One PDF Moving—Across Roles and Steps
Run multi-person approvals without reprinting or resending forms
Improve Your Approval Flow
Multi-person approvals often fail when the same PDF is shared back and forth. Files get duplicated, versions go missing, and teams chase updates.
PlatoForms Workflow keeps one document moving. Each step is routed automatically, notifications go out on time, and approvals happen without manual follow-ups.
Built for processes that require multiple roles
Complete One PDF Across Multiple Steps
Workflow is built for multi-role processes that require one document to be completed in stages.
You define role-based steps on a single PDF.
Each participant completes only what’s relevant to them, and the form moves forward automatically in the correct order.
This is ideal for approvals, KYC, school clearance, and registration—without juggling multiple files.
How to Build a Complete Online PDF Form Approval Workflow
See how to route one PDF through multiple reviewers and approvers
Choose the right solution based on your workflow needs
PlatoForms Solutions Selection Guide
| Your situation | Recommended Solution | Product Definition | Focus |
|---|---|---|---|
| I need to populate multiple PDFs from a single data entry | Master Form | One-to-Many Data Reuse | fill once, multiple PDFs, reusable fields |
| I already have part of the data and only need recipients to complete the rest | Pre-filled Invitation | Pre-population + Invitation | pre-filled form, invitation, autofill PDF |
| My form is long and users often abandon it halfway | Conversational Form | Form UX Mode | conversational form, guided form |
| The same document must be completed or approved by multiple people in order (e.g., Employee → Manager → HR) | Workflow | Multi-Step, Multi-Role Process | approval workflow, multi-step PDF |
| I need approvals, signatures, and status tracking | Workflow | Process Automation | PDF approval, workflow status, audit trail |
FAQ’S
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How does conversational form work inside a workflow?
In Workflow, conversational form is used as a presentation mode, not a separate form type.
Each step in the workflow can be displayed in a conversational flow, so participants only see the questions relevant to their role. This keeps multi-step approvals focused and reduces form fatigue—without changing the underlying form or logic.
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Will workflow force me into a fixed approval process?
No. Workflow is flexible by design.
You can define the number of steps, who participates in each step, and how the form progresses. Steps can be added, reordered, or adjusted to match how your approvals actually work—not the other way around.
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What kinds of processes is Workflow best suited for?
Workflow is best for processes where the same document needs input from multiple people in sequence.
Common examples include approvals, reviews, registrations, and sign-offs—especially when each role is responsible for a specific part of the form.
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Do I need integrations to use Workflow effectively?
No. Workflow works out of the box for routing, approvals, and tracking.
If needed, you can connect it to tools like cloud storage or messaging apps—but integrations are optional, not required, to run a complete approval flow.
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How do multiple people work on the same document without conflicts?
Workflow assigns each step to a specific role or person.
Participants only interact with their assigned step, and the system controls progression automatically. This prevents version conflicts, duplicated files, and overlapping edits.