# Document Management with Approvals and E-Signatures Document Management # Your policies, approved and signed. Draft a policy, send it to the right approvers, and collect electronic signatures from your team, while Probo sends the emails and the follow-ups. [ Book a demo ](/contact) [Read the docs](/docs/product/document-management) ## Every policy, from first draft to signed record, in one place. Write drafts, publish minor or major versions, and collect approvals and signatures that stay attached to the exact version your team reviewed. ### Controlled documents, versioned Keep policies, procedures, plans, and registers as versioned records, each with a changelog and a classification. ### Approvals from the people you choose Pick approvers from your user list, and publish the new version only once every one of them approves. ### Minor or major, your call Publish a small fix as a minor version, or a major version that goes back through approval. ### Electronic signatures built in Collect signatures inside Probo, with no separate e-signature tool and a sealed certificate for every signer. ### Emails and follow-ups handled Let Probo email each approver and signer, then follow up with reminders so you do not have to. ## Keep control of every version without chasing anyone Choose approvers, choose minor or major, and request signatures, while Probo emails each person and follows up on your behalf. ### Send drafts to the right approvers - Choose approvers from your user list, or save default approvers per document. - Email every approver one link to approve or reject, with an optional comment. - Publish the major version only when every approver agrees, and return it to draft on a rejection. ### Publish minor or major versions - Publish typo fixes and small edits as a minor version, with no approval round. - Publish a major version directly, or route it through an approval quorum first. - Record a changelog with every publish, so each version explains what changed. ### Collect electronic signatures inside Probo - Request signatures from one person, or from your whole team across several documents at once. - Let people review and sign from their employee portal, without another tool or account. - Send each signer a Certificate of Completion with a SHA-256 seal and a trusted timestamp. ### Let Probo send the emails and the follow-ups - Group every pending approval or signature into one email per person. - Send up to three reminders, spaced one, two, and three days apart. - Hold reminders that land on a weekend until Monday. ## All your controlled documents, organized for audit Organize documents, versions, approvals, and signatures as one connected record, instead of PDFs in shared drives and approvals buried in email threads. ### Documents Store policies, procedures, plans, registers, records, reports, and templates with a type and a classification. ### Editor Write in a rich editor with headings, tables, code blocks, and Mermaid diagrams, or paste Markdown in. ### Versions Track every draft, minor, and major version, each with its own changelog. ### Approval Quorums Record who approved or rejected each version, with their comments, against that exact version. ### Signatures Show who signed, who is still pending, and which major version each signature covers. ### Certificate of Completion Prove each signature with the file hash, signer IP address, timestamp, and signing events. ### PDF Export Download any version as a PDF, or export all your documents at once as a ZIP, with or without signatures and a custom watermark. ## Automate the lifecycle Every step on this page is also available outside the app, so an AI agent or a workflow can draft, publish, and chase signatures for you. [ ### MCP Server Create, publish, approve, and request signatures from Claude, Cursor, or any MCP client, with 24 document tools. ](/products/ai-agents-for-compliance)[ ### n8n Node Automate the lifecycle in n8n with 22 Document operations, from Create to Publish and Request Signature. ](/docs/developers/api/n8n/resources/document)[ ### Webhooks Trigger your own workflows when a version is published, rejected, approved, or signed. ](/docs/developers/api/webhooks/event-types)[ ### CLI Manage documents and versions from the terminal with prb document. ](/docs/developers/cli/commands/document) ## Trusted by 130+ companies Compliance teams use Probo to keep policies current, get them approved, and collect every signature an auditor will ask for. "Probo handled our SOC 2 and compliance, so we could focus on building." Paul Sinai CEO & Co-founder of Blaxel Trusted by teams building compliance-ready workflows ## Questions, answered ### Do we need a separate e-signature tool? No. Signatures are handled in Probo. Each one is sealed with a SHA-256 hash and an RFC 3161 timestamp, and the signer receives a Certificate of Completion by email. ### Who can we ask to approve a document? Anyone in your user list. Pick approvers when you publish, or save default approvers on the document so every major version goes to the same people. ### What happens if one approver rejects? The version goes back to draft. Every approver has to approve before the major version is published, and you can void a pending request at any time. ### What is the difference between a minor and a major version? Approval and signatures. A minor version publishes immediately, skips approval, and keeps the signatures already collected. A major version can require approval, and you request signatures again for it. ### Will people get one email per document? No. Probo waits 15 minutes, then groups every pending approval or signature for a person into a single email with one link. ### Do people get reminded if they forget to sign? Yes. Probo sends up to three reminders, spaced one, two, and three days apart, and moves any reminder that falls on a weekend to Monday. ### Can we request signatures from the whole team at once? Yes. Select several documents and several people, and Probo creates every request in one step. Each person signs once per major version. ### Can we automate this with an AI agent or n8n? Yes. The Probo [MCP server](/products/ai-agents-for-compliance) exposes 24 document tools, the n8n node has 22 Document operations, and webhooks fire on every publish, approval, and signature event. ### What can we show our auditor? Everything. Download any version as a PDF with its signatures and approval details, add a watermark with the classification, your own text, and a timestamp, link documents to controls, and use the audit log to trace every change to a controlled record. ### Can we add diagrams and tables to our documents? Yes. The editor supports headings, tables, code blocks, and Mermaid diagrams, and you can paste Markdown straight in. Diagrams render in the PDF export too. ### Can we export all our documents? Yes, in one step. Your compliance data is yours. Select every document, and Probo emails you a ZIP of PDFs with the same signature and watermark options. Probo is open source and can be self-hosted, so nothing keeps you locked in. ### Can we publish policies on our Compliance Portal? Yes. Set each document's visibility on your [Compliance Portal](/products/compliance-portal) separately, so internal drafts never leave your workspace. ### Who keeps the documents up to date? Your team does, with Probo keeping the record. Edit in a draft, publish when ready, and every earlier version stays in history with its approvals and signatures. Unless you want Probo to manage your compliance, in which case we write your documentation and you approve it. ## Discover what else Probo can do - [ ### Compliance Officer Service Expert-led compliance, end to end ](/) - [ ### Compliance Portal Share security documents securely ](/products/compliance-portal) - [ ### Document Management Draft, approve, and sign your policies ](/products/document-management) - [ ### Employee Portal Your whole team’s compliance, in one portal ](/products/employee-portal) - [ ### Access Review Monitor user access across all your systems ](/products/access-review) - [ ### AI Agents Run compliance from the tools you use ](/products/ai-agents-for-compliance) - [ ### Cookie Banner Consent that follows every visitor's law ](/products/cookie-banner) - [ ### Device Agent Monitor device security posture continuously ](/device-agent)