Epruvo features

Build workflows around the way your company works.

From simple requests to cross-department approvals and signatures from external parties, Epruvo helps teams organize every process without losing visibility.

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A workflow connecting forms, approvals, signatures, and final documents
InputsDecisionsIntegrationDocumentsGovernance

Forms and templates

Build forms around your process.

Administrators can define custom fields and reuse them across different templates. Each template can have its own layout, required inputs, and rules.

  • Form templates for recurring processes
  • Reusable custom fields
  • Required or optional fields
  • Configurable field order
  • Attachment support
  • Date and number rules based on configuration
  • Template duplication for similar processes

Example uses Purchase requests, reimbursements, leave requests, business travel, change requests, or internal document approvals.

Building fields inside a form template

Approval workflows

Build multi-stage approvals without forwarding documents manually.

Create multiple approval stages and choose who acts at each one. When a stage is complete, Epruvo moves the process forward according to the workflow you defined.

RequestInformation completeReady to submit
Approval stageOne or more approversAll or any one
OutcomeWorkflow continuesBased on configuration
ApproveRejectVoidStatus historyConfigured routing

API integration

Connect Epruvo with your business systems.

Your ERP, HRIS, or internal applications can submit requests to Epruvo. Approval and signing workflows run in Epruvo, while the source system can track the status of each submitted request and retrieve the final PDF when a signing request is complete.

How requests move from business systems into Epruvo and return with results
Submit requests

Submit form data or upload a PDF for signature directly from the source system.

Track progress

Check request status directly from the source system.

Retrieve final documents

Retrieve the final PDF once the signing process is complete.

Receive updates

Receive webhook notifications when supported status changes occur.

Built for controlled integrations
  • HMAC-SHA256 authentication
  • Permission scopes per credential
  • Signed webhooks
  • Unique references to help prevent duplicate requests
  • Stable integration keys for forms and fields
Department hierarchy used for approver routing

Each level can provide context for approver routing.

Organization structure

Use your company structure as part of approver routing.

Epruvo can use your department hierarchy to determine approvers based on their position relative to the requester.

  • Hierarchical department structure
  • Routing to a direct manager or specified level
  • Routing to the head of a department
  • Fallback approver when the target position is vacant
  • Data filtering based on context and configuration

Document numbering

Use numbering formats that follow company standards.

Each approval template can have its own numbering pattern, including a prefix, suffix, sequence, date elements, and reset period.

PR/2026/07/00123HRD-LEAVE-0042

Document signing

Send PDFs for signature without printing a page.

Upload a PDF, add signers, place each signature area on the appropriate page, and choose the order of the process.

  • Internal and external signers
  • Serial or parallel mode
  • Signature-area placement by page
  • Status for each signer
  • Rejection with notes
  • Notification resending
  • Final PDF and QR code for verification
Placing a signature area on a PDF document

External access

Provide limited access without requiring an account.

An external party can receive an email link to open one document and complete an available action without a full login.

  • External approvals and signatures
  • Access limited to one document
  • Validity based on company configuration
  • Read-only view after an action is complete
  • Every action remains recorded
Accessing one document through a private link

The link is private. Anyone with the link can access the document and complete the available action while the link remains valid.

Delegation

Keep workflows moving when an approver is unavailable.

A user can delegate authority to another user for a specified period. The system records who completed each action and on whose behalf it was performed.

Authority ownerPrimary approver
DelegateActing approver
  • Start and end dates
  • Applies within a company context
  • Available for approvals and signatures
  • Notification to the delegate
  • History of the actor and authority owner

Notifications and reminders

Notify the right person when it is their turn.

Epruvo sends notifications for new requests, approval requests, signature requests, status changes, and reminders for actions that are still outstanding.

In-app notificationEmailPush notification*
*On configured deployments and devices. External parties receive notifications by email.

Dashboard and history

See active processes in one place.

The dashboard helps users see approval documents and actions that need attention. Submission and activity logs help administrators trace important activity.

Summary By template, requester, or department according to access rights.Action list Documents that are waiting for the user's attention.Submission log Recorded approval and signing processes.Activity log Specific actions such as cancellation or deletion.Filters Available periods and statuses.

Roles and access rights

Structure access around each user's responsibilities.

Administrators can create roles, assign the relevant permissions, and connect them to users based on their responsibilities. Each person only sees and performs the actions they are authorized to handle.

  • Roles aligned with job functions
  • Permissions by feature and action
  • Role assignments for users
  • Document access based on authority
  • User invitations by email
  • Account activation and password reset
Illustration of permissions applied through a user's role

Single Sign-On

Connect login to a configured identity provider.

Epruvo supports OpenID Connect-based Single Sign-On on configured deployments.

  • The user must already be registered and active in Epruvo
  • SSO does not create new accounts automatically
  • The provider applies at deployment level
  • Users with multiple memberships still choose a company context
Final document and verification page illustration

Final documents and verification

Keep final results easy to review later.

Once a process is complete, Epruvo can provide a final PDF and a QR code that opens the verification page.

On that page, users can see the document status and information recorded in Epruvo.

Important to know The verification page helps users review data stored in the system and does not replace a digital certificate.

Browser access

Open documents from the device you work on.

Epruvo is available through a browser, allowing users to check status and open documents that need action from their work device.

See how Epruvo's features fit your process.

Show us one example workflow. Our team will help map the forms, approval stages, signers, and notifications you need.

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