Requesting Sign-offs

Learn how to request formal approvals from your team members.

When to Request Sign-offs

Request sign-offs when:

• ✅ Document is ready for review
• ✅ Major decisions need approval
• ✅ Implementation is about to begin
• ✅ Stakeholder buy-in is needed

How to Request Sign-offs

Step 1: Open the Document

1. Navigate to Dashboard > Documents
2. Click on the document you want reviewed
3. Ensure the document is in a reviewable state

Step 2: Open Sign-off Dialog

1. In the document view, find the Sign-offs section
2. Click Request Sign-off or the + button
3. The sign-off request dialog opens

Step 3: Select Team Members

1. See a list of your team members
2. Check the box next to each person you want to request
3. You can select multiple people

Step 4: Submit Request

1. Click Send Requests or Add Sign-offs
2. Selected members are added to the sign-off list
3. Notifications are sent to each person

What Happens Next

Notifications

Each requested reviewer receives:

• An in-app notification
• A notification badge on their dashboard
• Optionally, an email notification

Document Status

The document shows:

• List of requested sign-offs
• Status of each (Pending initially)
• Summary count (e.g., "0/3 approved")

Choosing Reviewers

Consider Expertise

• Who has domain knowledge?
• Who will be affected by this decision?
• Who can provide valuable feedback?

Consider Authority

• Who needs to approve major changes?
• Are there required approvers?
• Should leadership be included?

Don't Over-Request

• Too many reviewers can slow things down
• Focus on essential approvers
• 2-5 reviewers is typically sufficient

Example Scenarios

ADR: Database Selection

Reviewers:

• Tech Lead (architecture decisions)
• DBA (database expertise)
• Senior Developer (implementation perspective)

RFC: New Feature

Reviewers:

• Product Owner (business alignment)
• Tech Lead (technical feasibility)
• QA Lead (testing considerations)

Design Doc: Payment System

Reviewers:

• Security Lead (security review)
• Platform Team Lead (infrastructure)
• Compliance Officer (regulatory requirements)

Managing Sign-off Requests

Adding More Reviewers

You can add more reviewers at any time:

1. Open the sign-off dialog
2. Select additional team members
3. Submit

Removing Requests

Currently, sign-off requests cannot be removed once created. The reviewer can simply not respond, or you can mark the document as Accepted/Closed when ready.

After Requesting

Follow Up

• Give reviewers time to review
• Answer questions that arise
• Be available for discussions

Track Progress

• Monitor the sign-off status
• Check for comments on rejections
• Address feedback promptly

Iterate if Needed

If sign-offs are rejected:

1. Review the feedback
2. Make necessary changes
3. Save and republish
4. Rejected sign-offs reset to Pending

Tips for Success

Prepare the Document

• Ensure it's complete and polished
• Check for typos and errors
• Include all necessary context

Communicate

• Let reviewers know to expect a request
• Explain any urgency or deadlines
• Be open to feedback

Be Patient

• Give reviewers adequate time
• Don't pressure for immediate responses
• Understand they have other priorities