Approval Workflow

A complete recipe for building a multi-stage approval document - request details, a reviewer grid, signature zones, and an appended QR-verified Approval page - using Section, Layout Group, Signature Zones, and Template Settings together.

What You'll Build

A structured approval document that includes:

A document header with request number, date, and department
A two-column summary block showing requester details alongside request value
Per-stage signature zones for each approver in the workflow
An optional Approval & Verification page appended at the end with a digital thumbprint and QR code

This example shows how signature zones fit into a normal section-based layout and how the Approval page is driven entirely from the signatures payload key.

Controls Used

Control	Role in This Template
`templateSettings`	Sets date format and locale for consistent display across the document
`section`	Groups the document header, request summary, and each approval stage
`layout_group`	Places requester info and request value side by side
Signature Zones	Reserves space for each approver and drives the Approval page

Payload Shape

{
  "templateId": "approval-workflow",
  "templateSettings": { },
  "theme":            { },
  "layoutSchema":     { },

  "requestNumber":  "CAPEX-2026-042",
  "requestDate":    "2026-03-18",
  "department":     "IT Infrastructure",
  "projectName":    "Server Infrastructure Upgrade",
  "requestedBy":    "Michael Torres",
  "requestedAmount": 245000.00,
  "currency":       "USD",
  "justification":  "Replace aging hardware reaching end of support in Q3 2026.",

  "signatures": {
    "preparer": { "name": "Michael Torres", "date": "2026-03-10" },
    "manager":  { "name": "Sarah Kim",      "date": "2026-03-12" },
    "cfo":      { "name": "",               "date": "" }
  }
}

The signatures object drives two things simultaneously: the pre-filled name/date text below each inline signature zone, and the signer grid on the Approval & Verification page.

Step 1 - Template Settings

"templateSettings": {
  "locale":     "en-US",
  "dateFormat": "MMM D, YYYY",
  "timezone":   "America/New_York"
}

Step 2 - Request Summary (Layout Group)

The requester details and financial summary sit side by side. Each side has its own titled section - so layout_group is the right choice over section layout: "2".

{
  "type": "layout_group",
  "props": {
    "columns": [
      { "width": "star" },
      { "width": "star" }
    ],
    "columnGap": 16,
    "verticalAlign": "top"
  }
}

Left column - a section titled "Requested By" with titleIcon: "user" bound to requestedBy, department, requestDate.

Right column - a section titled "Request Value" with titleIcon: "tag" showing requestedAmount (format: currency), currency, and projectName.

Binding field values

Fields inside sections bind to top-level payload keys by their field name. A field with key requestedAmount and format "currency" will read payload.requestedAmount and format it using the locale from templateSettings automatically.

Step 3 - Justification Section

A single full-width section for the free-text justification field. Setting showHeader: true with a light headerFillColor creates a clear visual block that separates this narrative area from the signature zone below.

{
  "type": "section",
  "props": {
    "title":           "Justification",
    "titleIcon":       "file-text",
    "showHeader":      true,
    "headerFillColor": "#F1F5F9"
  }
}

Step 4 - Signature Zones

Each stage in the approval chain gets its own signature node. All three zones live inside a shared section titled "Approvals" so they render as a grouped block.

{
  "type": "section",
  "props": {
    "title":     "Approvals",
    "titleIcon": "check",
    "layout":    "1"
  }
}

Inside that section, each signer zone:

{
  "type": "signature",
  "label": "Prepared By",
  "role": "preparer",
  "fieldType": "sign",
  "width": 220,
  "height": 80,
  "required": true,
  "showName": true,
  "showDate": true,
  "borderStyle": "full"
}

{
  "type": "signature",
  "label": "Manager Approval",
  "role": "manager",
  "fieldType": "sign",
  "width": 220,
  "height": 80,
  "required": true,
  "showName": true,
  "showDate": true,
  "borderStyle": "full"
}

{
  "type": "signature",
  "label": "CFO Sign-Off",
  "role": "cfo",
  "fieldType": "sign",
  "width": 220,
  "height": 80,
  "required": true,
  "showName": true,
  "showDate": true,
  "borderStyle": "full"
}

Role keys must match payload keys

The role value on each zone must exactly match the corresponding key under signatures in the payload. role: "cfo" reads from signatures.cfo. A mismatch means the name and date fields render blank.

Zones are placeholders, not signing tools

Each zone renders a reserved rectangle with an embedded anchor tag (e.g. [[SIGN_CFO|required]]). The actual e-signature is applied by DocuSign, Adobe Sign, or your chosen platform after the PDF is generated. VaultPDF does not process signatures itself.

Step 5 - Approval & Verification Page

The Approval page is appended automatically when approvalPage.enabled is set in templateSettings. It requires no extra layout work - the rendering engine builds it from the signatures payload object.

"templateSettings": {
  "locale":     "en-US",
  "dateFormat": "MMM D, YYYY",
  "timezone":   "America/New_York",
  "approvalPage": {
    "enabled":        true,
    "title":          "Approval & Verification",
    "documentLabel":  "Capital Expenditure Request",
    "showQRCode":     true,
    "showThumbprint": true
  }
}

The page includes: a signer grid (role, name, date per signatory), document metadata, a deterministic digital thumbprint, and a scannable QR code.

Thumbprint is not a cryptographic signature

The digital thumbprint is a deterministic integrity marker computed from document content. It allows you to verify a PDF has not been altered after rendering. It is not a legally binding cryptographic signature - those are provided by your e-signature platform.

Complete Payload

{
  "templateId": "approval-workflow",
  "templateSettings": {
    "locale":     "en-US",
    "dateFormat": "MMM D, YYYY",
    "timezone":   "America/New_York",
    "approvalPage": {
      "enabled":        true,
      "title":          "Approval & Verification",
      "documentLabel":  "Capital Expenditure Request",
      "showQRCode":     true,
      "showThumbprint": true
    }
  },
  "theme": {
    "primary": "#1a56db"
  },
  "requestNumber":   "CAPEX-2026-042",
  "requestDate":     "2026-03-18",
  "department":      "IT Infrastructure",
  "projectName":     "Server Infrastructure Upgrade",
  "requestedBy":     "Michael Torres",
  "requestedAmount":  245000.00,
  "currency":        "USD",
  "justification":   "Replace aging hardware reaching end of support in Q3 2026. Current infrastructure cannot support planned capacity growth.",
  "signatures": {
    "preparer": { "name": "Michael Torres", "date": "2026-03-10" },
    "manager":  { "name": "Sarah Kim",      "date": "2026-03-12" },
    "cfo":      { "name": "",               "date": "" }
  }
}

Design Decisions Summary

Decision	Why
`layout_group` for summary	Requester info and financial value are independent titled blocks
Boxed section for justification	Visually separates narrative content from structured fields and signatures
Three separate `signature` nodes	Each approver in a multi-stage workflow is a distinct zone with its own role key
`approvalPage` in `templateSettings`	One configuration key appends the full verification page - no extra layout nodes needed
Empty `name`/`date` for pending signers	Blank values in `signatures` still reserve the zone - the platform fills them after signing

Next Steps

Add "required": false to a signer's payload entry to make that zone optional per-document
Extend to five parties by adding legal and finance keys - see Signature Zones: Enterprise Five-Party
See Security & Verification for QR verification and tamper detection details

Approval Workflow

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