Aproove Regulated Client Workflow Configuration (Onboarding)

Aproove Regulated Client Workflow Configuration (Onboarding)

1. 01

   Provision the client workspace in the Aproove admin panel

   Create a dedicated workspace per regulated client rather than sharing one instance across verticals. Confirm the Team plan tier covers the reviewer count: 5 users are included, then $35 per added user / month, with 25 guest users included for client-side reviewers who only need to sign off.

2. 02

   Map the client's review stages into a workflow definition

   The Team tier allows up to 4 workflows, linear, looping, or parallel with human-led routing. Model the client's real decision path (legal review, medical/regulatory review, brand review) as parallel branches where sign-offs are independent, and reserve looping branches for rounds that return to the creative team.

3. 03

   Enable the Grade 1 immutable audit trail and 21 CFR Part 11 electronic signatures

   Turn both on before the first asset is uploaded, not after. Retroactive audit capture is not a substitute for a trail that starts at submission, and regulated clients will ask for the record from the pilot round onward.

4. 04

   Configure atomic extraction for the client's file types

   Aproove proofing covers 180+ file types. For pharma and life insurance work, confirm pixel-level extraction is active on the specific formats the client submits (packaging comps, disclosure PDFs, multi-variant campaign assets) so risk flagging runs against the actual rendered file, not a text layer.

5. 05

   Set governed AI review agents ahead of human review

   Position the AI agents as a pre-review gate that flags risk before a human reviewer opens the asset. Agree with the client which risk categories the agents surface and who on their side receives the flag, so the agent output lands in the approval record rather than an inbox.

6. 06

   Wire the native integrations the client already runs

   Connect Adobe Workfront, monday.com, Ziflow, or Wrike so campaign variants flow into Aproove without manual re-upload. Pick one integration per client based on where their project management already lives; running two in parallel doubles the reconciliation work at delivery.

7. 07

   Run a pilot round on one live asset set and export the audit record

   Push a real campaign through end to end, then pull the approval trail with timestamps and approver identity and hand it to the client's compliance contact. Their acceptance of that record format is the gate for scaling the retainer to their remaining asset streams.