1. Review a safe example.
Use a redacted template and a fictional completed document. Identify the source of each field, optional sections and any wording staff must not change.
Process
Follow one document from request to archive.
The first review looks at what people actually create and approve, including the exceptions that delay completion.
2. Agree the document states.
Define draft, waiting for review, approved, signed and superseded where they apply. Name who can move a document between them and what happens after a revision.
3. Build a limited first flow.
Connect one maintained template, its required information and the agreed review step. Preserve the current working process while the new flow is tested.
4. Check the output and exceptions.
Review the generated file's layout as well as its values. Try missing information, a rejected draft, a changed approved document and a failed delivery. Confirm that staff can identify and resolve each case.
5. Hand over the operating rules.
Document template ownership, reviewer changes, recovery, permissions and the final record location. Agree any later support separately.