Sign-off helps teams review, approve, and finalize pages in a clear and structured way. It allows page owners and super admins to request approvals (sign-offs) from one or more reviewers before a page is considered complete.
This feature is especially useful for teams that need:
Clear accountability
Formal reviews and approvals
Audit-ready documentation
Fewer accidental edits during review
With Sign-off Flows, everyone knows who needs to review, what stage the page is in, and what happens next.
What is a Sign-off Flow?
A Sign-off Flow is a review and approval process applied to a page. Once a page is ready, the author can:
Approve it themselves, or
Assign one or more reviewers to sign off on it
During review, the page is locked, ensuring that content doesn’t change while approvals are in progress.
Page States You’ll See
As a page moves through a Sign-off Flow, it transitions between a few states:
Drafting
The page is being edited and prepared.In Review / Signature Requested
Reviewers have been assigned, and the page is locked.Signed Off
All required reviewers have approved the page.Rejected
A reviewer has rejected the page and provided feedback.
Starting a Sign-off Flow (For Page Owners)
When you finish drafting a page, you can start a Sign-off Flow in two ways:
1. Self-Approve
If no external review is needed, you can sign off on your own page.
Add your signature
Optionally leave a comment
The page moves directly to Signed Off state
2. Assign Reviewers
You can assign one or more reviewers and choose how approvals should happen:
Sequence-based review (reviewers sign off one at a time, in order)
Non-sequence review (all reviewers can sign off in parallel)
Sequence-based vs Non-sequence Review
When assigning reviewers, you can choose how approvals should be collected:
Sequence-based review
Reviewers sign off one at a time, in a specific order you define.
Each reviewer is notified only when it’s their turn to review.
Reviewers can see who has already signed off and where they are in the sequence.
This is useful when approvals must happen in a strict order (for example, peer review → manager approval → final sign-off).
Non-sequence review
All reviewers are notified at the same time.
Reviewers can sign off in any order, independently of each other.
The page is considered signed off once all assigned reviewers have approved.
This works best when multiple reviewers can review in parallel and order doesn’t matter.
Choosing the right review type helps ensure the approval process matches your team’s workflow and compliance needs.
Once reviewers are assigned:
The page moves to In Review
The page is locked
Reviewers receive notifications
Reviewing and Signing Off (For Reviewers)
When you’re assigned as a reviewer, you’ll receive a notification and see the page in Signature Requested state.
You have two options:
Sign Off
Add your signature (required)
Optionally leave a comment
The page either moves to the next reviewer or progresses toward completion
Reject
Provide a mandatory reason for rejection
The page moves to Rejected
All reviewers and the page owner are notified
Handling Rejections
If a page is rejected, the page owner can:
View rejection comments
Understand what changes are needed.Unlock the page
The page returns to Drafting, all reviewers are removed, and edits can be made.
Managing Reviewers During Review
Page owners can manage reviewers even after a review has started:
View assigned reviewers
Look at the notes that the reviewers leave
How Sign-off Works with Labspace Templates for GxP Workflow
Labspace Templates let teams build reusable SOP-style templates so work is performed consistently across runs and across users. In a GxP workflow, templates help standardize execution while sign-off provides documented review/approval, supporting controlled, traceable processes.
Templates standardize repeatable SOP work.
Labspace Templates are intended to represent an approved “source of truth” for how a procedure should be performed (steps, structure, embedded references, and required context).Templates can go through their own sign-off process.
A template can be reviewed and approved using the same sign-off flow states (Drafting → In Review → Signed Off / Rejected), ensuring the SOP itself is quality-reviewed before being used widely.Once a template is signed off, it becomes locked.
After approval, the template cannot be edited further. This prevents post-approval changes that could create inconsistencies or compliance issues.Signed-off templates remain usable to create new page instances.
Even though the template is locked, users can still generate new pages from it, so approved SOPs stay operational without needing to be editable.Creating a page from a template produces a separate “instance.”
The new page is its own record. It can move through a normal sign-off flow independently (Drafting → In Review → Signed Off / Rejected).Signing off a page instance does not alter the original template.
Approving an instance confirms that specific execution/record is reviewed and finalized, it does not change the underlying SOP template.
Activity Logs & Notifications
Every important action in a Sign-off Flow is automatically logged, including:
Reviewer assignments
Sign-offs
Rejections
Unlocking a page
State changes
Why Use Sign-off Flows?
Sign-off Flows help teams:
Maintain data integrity during reviews
Create clear approval trails
Reduce back-and-forth communication
Support compliance and audit requirements
Collaborate with confidence
Key Takeaways
Sign-off Flows add structured reviews to your pages
Pages are locked during review to prevent accidental changes
You can choose sequence or non-sequence approvals
Rejections include clear feedback and an easy path to revision
Every action is logged and traceable
Sign-off Flows make collaboration clearer, reviews smoother, and approvals more reliable, all in one place.