How to Securely Confirm and Document Stakeholder Approvals Using KTern.AI’s Signoff feature?
Organizations often face challenges in documenting and verifying stakeholder approvals. KTern.AI's Signoff feature addresses these issues by providing a reliable and efficient way to ensure approval confirmation. This guide will walk you through the process of setting up and managing signoff approvals within KTern.AI.
Setting Up Signoff
1. First, set up the project approval items as a signoff in KTern. Detailed instructions can be found in the KTern documentation.2. You can assign multiple approvers at different levels. Each designated stakeholder will be notified via email when their approval is required. This ensures that all relevant parties are aware of their responsibility and can act promptly.3. Ensure the approval document is uploaded in .xlsx or .docx format.
Managing and Approving Signoffs
1. Stakeholders can access all their signoffs through the "My Signoffs" section on the "My Workspace" screen.2. Alternatively, they can go to the "Transformation Hub," select "Sign off" from the menu, and then click on "My Sign offs" to view all signoffs assigned to them.3. Within both the "My Workspace" and "My Sign offs" sections, click on the "i" icon next to a signoff to view its description and acceptance criteria.4. In the same drawer, click on "Files" to review the approval document.5. Use the "Discussions" feature to communicate with the team about the signoff. Mention team members by typing @ followed by their name.6. Under the stakeholder's name, you can approve or reject the signoff if all its child signoffs are approved or if it does not have any child signoffs.
Accessing and Downloading Signature-Stamped Approval Documents
1. When a stakeholder approves a signoff, their name is automatically stamped as a signature on the last page of the uploaded document. This signature includes the date and time of the approval, providing solid proof of their confirmation.2. You can view and download the signature-stamped documents under the "Files" tab of the respective approved signoff.3. Each subsequent stakeholder’s signature is added below the previous one upon their approval. This creates a clear, chronological record of approvals, making it easy to track who has signed off and when.4. Once the document is approved by a stakeholder, it will be tagged as “Version 1: Approved.” This tag is visible on the uploaded file, clearly indicating its approval status. It helps stakeholders quickly identify the document’s current status without needing to open it.
Benefits of KTern.AI’s Signoff Feature
Tamper-Proof Proof of Approval: The automatic stamping of names, dates, and times ensures that the approval records are secure and tamper-proof.Reduced Risk of Disputes: Clear documentation of each approval reduces the risk of disputes, as there is verifiable evidence of who approved what and when.Enhanced Accountability: The sequential signing process enhances accountability by ensuring that each stakeholder's approval is recorded in order.Streamlined Approval Process: Automated notifications and document tagging save time and streamline the approval process.Robust Audit Trail: KTern.AI provides a robust audit trail, improving transparency and compliance within the organization.
By following these steps, you can ensure a smooth and secure process for confirming and documenting stakeholder approvals, ultimately enhancing the efficiency and reliability of your project management efforts.
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