Answers to the questions teams usually ask before getting started.
Learn how Epruvo handles approval workflows, external parties, documents, user access, API integration, and subscription plans.
General
Understanding the basics of Epruvo.
An overview of the product, the processes you can build, and how workflows follow your company structure.
Epruvo is a SaaS platform for building and running approval workflows, sending documents for signature, involving external parties, tracking status, and keeping final documents and action history in one system.
Epruvo is designed for companies with recurring approval processes, several teams involved, a need for a clear decision trail, or approvals that still run through email, chat, spreadsheets, and physical documents.
Examples include purchase requests, payment requests, reimbursements, leave requests, business travel, contract approvals, official reports, HR documents, procedure changes, vendor approvals, and other processes that can be structured through forms and workflows.
No. Administrators can create custom fields, form templates, approval stages, approvers, and document numbering formats to match your requirements.
Yes. A workflow can have multiple stages with one or more approvers. At each stage, the company can require approval from everyone or from any one of the assigned approvers.
Yes. Epruvo can use the department hierarchy to find a direct manager, a manager at a specified level, or the head of a department according to the workflow configuration.
An approver can delegate approval authority to another user for a specified period. The system records who completed the action and on whose behalf it was performed.
External parties
Involve people outside your company with limited access.
Vendors or clients only see the document and action intended for them.
Not always. An external party can receive an email link to open one document and complete an available action without creating an Epruvo account.
The link is tied to one document and remains valid for the period defined in the company configuration. After the action is complete, the page may become read-only. The link functions as an access credential and should not be forwarded to anyone else.
Yes. External parties receive an email notification when their action is required.
Documents
From PDF signing to verification.
Answers about signatures, final documents, QR codes, and action history.
Yes. A document creator can upload a PDF, choose the signers, place the signature areas, and run the process in serial or parallel mode.
Yes. Once the process is complete, the final PDF can be viewed or downloaded according to the user's access rights.
The QR code opens a verification page showing the document status and information recorded in Epruvo. It is not intended to serve as a digital certificate or cryptographic proof that the file content has never changed.
The final PDF contains the document, signatures in their assigned positions, and the verification QR code. Action history is stored in Epruvo and can be shown according to configuration and access rights, but it is not guaranteed to be printed inside the PDF.
Access and SSO
Access aligned with each user's role.
Roles, multiple company memberships, SSO, and using Epruvo on a smartphone.
Yes. A company can create roles and permissions to control the functions available to each user. The final access scope depends on the company’s configuration.
Yes. A single account can have a different membership, profile, department, and role in each company.
Epruvo supports OpenID Connect on configured deployments. The user must already be registered and active; SSO login does not create a new account automatically.
Yes. Epruvo can be accessed through a smartphone browser.
API integration
Connect Epruvo with your business systems.
Start Epruvo workflows from an ERP, HRIS, or internal application with controlled integration access.
Explore API IntegrationEpruvo can connect to ERP and HRIS platforms, as well as internal applications, provided they can communicate with its API using the available integration guide.
A source system can submit data to an approval form configured by your organization or send a PDF for signature. For signing requests, the system can specify the signers and place signature fields on the appropriate pages.
Not when the request is submitted through an integration. Users can start the process in the source system, while approvers and signers complete their actions through Epruvo.
The source system can check request status through the API. When a signing process is complete, it can also retrieve the final PDF.
Webhooks can notify your system when a document is completed or voided, and when an approval form is approved, rejected, or voided. Webhooks currently focus on those process outcomes and do not cover every individual action in a signing workflow.
API requests use HMAC-SHA256 authentication. Each integration credential can be assigned only the permission scopes it needs, so a system that only submits and reads requests does not automatically have permission to void a process or perform unrelated actions.
Administrators can create credentials, select their permission scopes, and configure webhook endpoints from the Integration settings. The secret is shown only once when a credential is created, and the credential can be revoked when it is no longer needed.
The source system can send its own unique reference through external_ref. Epruvo uses that reference as an identifier to help prevent the same transaction from being submitted more than once.
Not when the integration uses a stable integration key (stable_key). Approval forms and custom fields use keys that are separate from their user-facing labels, allowing administrators to update labels without requiring changes to the integration.
Pricing
Start with the capacity your team needs.
Confirmed information about Epruvo's free trial and plan differences.
View PricingYes. Every Epruvo plan includes a free one-month trial.
The main differences are user capacity, storage, and the scale of the team's operations. Every plan includes Epruvo features, unlimited forms and approval workflows, and dashboard monitoring.
Still have a question?
Tell us about your company's process or requirements. The Idemas team will help explain the Epruvo configuration that is relevant to you.