Decide which actions need approval
Draw a simple map from input to outcome. Mark where the workflow drafts or suggests something, where a person decides, and where a message or record changes. Start with the actions that would create extra work or confusion if done incorrectly, such as confirming a date with a partner or closing a request before someone responds.
Consider a workflow that prepares responses to incoming service requests. It can summarize the request and suggest a reply. A staff member checks the recipient, confirms what the team can offer, and approves the final response. A request that lacks enough detail goes back to the intake queue with a clear reason.
Give the reviewer enough context
Put the original request and relevant source material beside the draft. Tell reviewers exactly what they are approving. For a reply, that might include the proposed recipient, any date or promise, and whether the message answers the actual question.
Design a few clear actions. The reviewer can approve, edit, send back, or ask for help. Decide what the workflow does while waiting for an answer and who takes over when the usual reviewer is away. An unanswered approval belongs in a queue someone can see.
Test the exceptions before opening the workflow
Use examples with missing information, an incorrect suggestion, or two requests that look alike. Run through what happens when nobody approves in time. Have a reviewer explain what they would do in each situation and adjust any instruction that leaves them guessing.
After launch, check how often reviewers correct the same type of mistake. If dates often need fixing, improve the source data or add a clearer date check before the draft reaches the reviewer. Measure the time to review as part of the workflow. That shows whether the design saves staff time while giving them a real chance to catch problems.
Reviewers also need a way to correct a decision that has already gone out. Agree who can make the correction, who needs to hear about it, and where to record what changed.