Documents & approvals.The right version.A clear decision.
A document may pass through several people before it is used. SIXIS organises review and approval so the team knows which version is valid, who decides and what is still missing.
A document may pass through several people before it is used. SIXIS organises review and approval so the team knows which version is valid, who decides and what is still missing.
Show us the path of a document See how we workWhen a document
stops work.
The problem is not always the lack of a document. Confirmation that the right variant has been checked by the right person is often missing.
Several versions circulate.
One file is modified in email, another in a shared folder, and a colleague is working on an older copy. There is no clear place where you can check the approved version and the date it became valid.
Approval is hard to find.
Someone confirmed in a conversation, but the others do not see what exactly he approved. The document remains pending or is used without it being clear whether the approval covers all the changes made in the meantime.
It is not clear who can decide.
The document reaches several people without an established order. Technical verification gets confused with commercial acceptance, and the lack of a colleague blocks the whole route, even for common cases.
From working variant
at approved document.
We make visible the version, the necessary checks and the person who can give the approval for each stage.
We begin with the documents that have a direct effect on the work. Your company sets the approval authority, retention requirements and access limits.
The SIXIS collaboration modelWe choose the relevant documents and risks.
We follow recent examples and see where wrong variants, missing approvals or long waiting times occur. We identify what can be done before approval and what must remain on hold until there is a verifiable decision.
From you Representative documents and examples of version delays or errors.
We separate verification from approval.
We determine who checks the technical information, who confirms the commercial terms and who authorizes the use of the document. We specify the order of the steps, the decision limits, and the allowed substitute. Mere receipt of the file is not treated as approval.
From you Persons with authority and criteria for each type of decision.
We determine how the valid version is kept.
We agree where the document is located, how the variant is identified and where the decision is seen. We define what happens to previous versions and changes made after approval. Access is granted based on each person's role.
From you Repositories, access rules, and firm document requirements.
We organise follow-ups and refusals.
We note what information must accompany a request for approval and how to respond when corrections are required. We set reasonable deadlines and the route for an unavailable decision maker. A refusal preserves the reason and the person who can continue the clarification.
From you Usual terms, special cases and authorized substitutes.
We check the route on real cases.
We test a regular document, an amended one, and a rejected or urgent document. We see if the team finds the valid option and understands what they can do next. We adjust steps that produce repeated checks or approvals without a clear purpose.
From you Cases to be verified and confirmation that the new route can be used.
A WORKING EXAMPLE
A technical drawing
changed before order.
An equipment distributor prepares an order for a customer. The technical drawing is revised after the first confirmation, and the change may affect the configuration and price.
- The technical check has its own result.
- The manager confirms that the new version corresponds to the client's requirement. The team sees what was verified without assuming that this confirmation automatically approves the cost difference.
- Commercial change requires a decision.
- The authorized person verifies the changed price and conditions. The confirmation binds to the revised version and the order remains on hold until the agreed checks are completed.
- The team uses the approved version.
- The valid document and the decisions are kept together. The previous copy can be consulted as history, but is no longer presented as a basis for ordering or communicating instructions to the supplier.
RELATED CAPABILITIES
What it supports
a verifiable route.
Endorsements are meaningful in the process in which they are used. Generating a document and authorizing it remain two distinct activities.
Roles & Responsibilities
Clarifies who checks, who decides and who can replace the unavailable person.
Automated documents
Prepare variant documents from validated data and approved models.
Quote → Order
Use the necessary confirmations before an accepted offer goes into execution.
Notifications & alerts
Flags documents awaiting decision with information necessary for action.
Questions about
documents and decisions.
How we choose useful checks and keep approvals easy to track.
Do we have to move all documents to a new application?
Not necessarily. We can organize the route using the existing places and systems, if they allow to identify the valid version and keep the decision. We recommend changing a tool only when its limitations impede the agreed upon process. Archive migration is assessed separately.
Does SIXIS approve documents for us?
Your firm determines who has the right to approve and within what limits. We can organize the circulation of the documents and the agreed checks. We do not grant commercial, technical or legal approvals on our own initiative, and we do not extend the authority of people on the team.
How do we avoid working on the wrong version?
We establish a consistent identification of variants and a verifiable place for the approved document. The decision must show which version it refers to. After a change, we check whether the existing approval remains valid or whether a new confirmation is required.
Can an email confirmation be sufficient?
Depends on the document and the firm's requirements. If the email is accepted as evidence for that lawsuit, we determine what it must contain and where it is kept. For documents with legal or signature requirements, validation is done with the competent persons.
What happens when the approver is absent?
We define an authorized substitute or escalation rule. We also specify the cases in which the work must wait. We don't bypass approval with an automaton and don't assume that every colleague on the same team has the same authority.
How do we handle an urgent request?
We determine who can recognize the emergency and which checks remain mandatory. The route may have shorter deadlines or another authorized decision maker. We keep the reason and the decision so that the emergency does not become a common way to avoid the necessary checks.
Can we also include approvals from customers or suppliers?
Yes, if we define what confirmation is required and how we link it to the correct document. We control external access and information that may be communicated. Partner response times cannot be guaranteed, but we can make the wait and next return visible.
How do we see if we have reduced blockages?
We track documents left without a decision maker, waiting time and cases redone due to a wrong version. We also check if the approvals can actually be found. A faster route must preserve the necessary checks, not just remove steps from the record.
What document is waiting
too many confirmations?
Show us a document that has recently passed through several people. We can see where the valid version is lost or who needs the information to decide.