SOP Document Review and Approval Workflow Tracking

vlopez47

I need to build a project collaboration platform in my Smartsheet that can do following:

1) Attach document links

2) Request review from 3-4 stakeholders (stakeholders will not have a Smartsheet license)

3) Ability to send documents to multiple stakeholders (for example, when first level of review is completed/approved, it should capture approval then move to next level of review, etc.)

4) Get email notifications once documents are approved, or rejected at any level.

Is there an existing template for something like this, that will help me set this up?

Naeem Ejaz

Yes, Smartsheet offers several templates that can help you set up a project collaboration platform with the features you need. Here are a few templates that might be useful:

1. Project Management Office (PMO) Template Set:
   • This template set allows you to track and approve new projects while seeing key metrics across all projects in real time. It includes features for planning, tracking, and reporting on multiple projects.
2. Project Tracking & Rollup Template Set:
   • This set includes pre-built sheets, reports, and dashboards designed to help you manage project tasks, stay on top of deadlines, and access project information through a Project Rollup Dashboard.
3. Project with Gantt & Dependencies Template:
   • This template helps you plan, track, and manage your project with a visual, interactive timeline. You can attach supporting documents and identify the impact of task delays.

To customize these templates for your specific needs:

1. Attach Document Links:
   • Use the attachment feature in Smartsheet to add document links to your rows.
2. Request Review from Stakeholders:
   • Use the Request an Update action in your automation workflow to send review requests to stakeholders. They don't need a Smartsheet license to respond.
3. Send Documents to Multiple Stakeholders:
   • Set up multiple approval workflows. Once the first level of review is completed, capture the approval and trigger the next level of review.
4. Email Notifications:
   • Configure your automation workflows to send email notifications when documents are approved or rejected at any level.