Knowledge 20th June 2025

Streamline your approval workflows with LEDOX365 – standardized and optimized

Alexander Gröger

Contracts, offers, NDAs – in many organizations, manual approval processes slow down daily business. Different departments, inconsistent approval chains and manual coordination not only lead to delays but also increase risks regarding compliance and governance.

A modern approval process needs to deliver more: flexibility, security, and traceability. By standardizing and optimizing approval workflows, organizations gain both efficiency and control. LEDOX³⁶⁵, the Contract Lifecycle Management (CLM) system based on Microsoft 365, provides the right solution – well-designed, integrated, and practical.

Why incomplete approvals become a risk

The approval process is a critical step in contract work – and often a bottleneck. Manual or inconsistent processes can have serious consequences, especially in legal departments or compliance-relevant areas:

Delayed contract conclusions due to unclear responsibilities
Media disruptions and missing documentation
Different processes depending on department or region
Reputational and liability risks due to lack of traceability
High coordination effort with individual approval paths

Especially with growing contract volumes or multiple locations, the issue quickly becomes an operational burden – and a weak point in the governance system.

Two paths to efficiency: How LEDOX365 supports process organisation

LEDOX365 offers companies two central options for mapping standardised and flexible approval workflows – depending on the level of maturity, use case or internal guidelines.

1. Free approval workflows – maximum flexibility

For dynamic organisations or less standardised contract types, it is often necessary to decide on the approval path individually. With LEDOX³⁶⁵, users can do just that:

Select the relevant roles or persons in the approval process
Intuitive creation of the workflow – without any IT support
Automatic notifications and audit-proof documentation
Full transparency on the status of each approval

This option is ideal for agile teams or new business areas in which processes are not yet consistently regulated.

2. Rule-based workflows – structured compliance

For companies with clear guidelines, LEDOX³⁶⁵ offers standardised approval processes that are based on specifications such as contract type, duration or budget.

Examples of configurable rules:

Contract type (e.g. NDA, supplier contract, cooperation agreement)
Organisational unit or country
Contract term (e.g. > 24 months)
Contract volume (e.g. > €100,000)
Tags/classifications (e.g. ‘strategic’, “critical”, ‘IT-relevant’)

This automatically results in the correct approver roles – e.g. specialist department, legal, finance or management. Approval takes place in the defined sequence and the process is fully automated.

A major advantage: all steps are documented in a traceable manner – this reduces queries and increases audit security.

Governance & Efficiency: No contradiction

Introducing a structured authorisation process does not mean losing flexibility – on the contrary. With LEDOX³⁶⁵, governance requirements can be combined with operational efficiency.

Automatic control of approvals
Clear responsibilities
Complete process documentation
User-friendly directly in Microsoft Teams, Outlook or SharePoint

The result: legal certainty without bureaucratic overhead.

The concrete benefits for your organisation

If you standardise and optimise your approval workflows with LEDOX³⁶⁵, you will benefit in several ways:

Increased efficiency: Faster contract conclusions, fewer queries
Transparency: every step is documented, every status is traceable
Security: processes comply with internal company guidelines
Flexibility: Can be combined with individual requirements or special cases
Microsoft 365 integration: No additional training required
Scalability: From medium-sized companies to international corporations

LEDOX365 is particularly worthwhile for these companies and roles

LEDOX³⁶⁵ is ideal for companies that work with sensitive contract data – for example in the areas of legal, purchasing, sales or compliance.
Whether legal counsel, contract manager or management: anyone with responsibility for contractual approvals benefits from clearly defined, digital processes. Legal operations teams, which are responsible for ensuring efficient processes throughout the company, also have the right leverage here.

With the intelligent approval workflows in LEDOX³⁶⁵, legal departments and legal operations gain control, speed and quality – and ensure that no contract wanders through the company unchecked.

Start now: How to access the demo

Do you want to combine governance and efficiency – instead of weighing them up against each other? Then now is the right time.

👉 Arrange a personal demo or request a no-obligation consultation.

Or find out more here:

Collaboration in LEDOX³⁶⁵

Conclusion: Standardize where it makes sense – add flexibility where needed.
With LEDOX³⁶⁵, you get more out of every approval process – structured, secure, and efficient.