Cross-Department Approval Swimlane Template (Contracts)

Contract approval across five lanes (requesting department, legal, finance, executive sponsor, administration): drafting, compliance and budget checks, sign-off, sealing and filing, with every return path drawn. Free PNG, Word and PowerPoint export.

Administration

Executive sponsor

Finance

Legal

Requesting department

Yes

Revise

Yes

Revise

Approved

Rejected

Draft contract

Submit for approval

Collect and file contract

Terms compliant?

Payment terms and budget OK?

Sign-off

Apply company seal

Number and archive

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When to use it

Contract approval in a company policy, workflow documentation for an approval system, onboarding material, and any approval where one document passes through several departments: sealing, external correspondence, supplier onboarding. Five roles have one lane each, legal and finance each own a decision point, and all three return paths lead back to drafting, so who checks what at which step is visible at a glance.

Making it yours

  • A lane is a subgraph Name … end block: remove a department by deleting its block and reconnecting the edges, add one (for example "Procurement") by adding a block.
  • Decisions are diamond nodes { } with the outcome written on the edge: C -- Yes --> D, C -- Revise --> A. To distinguish "return for revision" from "stop", add a node Z[Process ends] in the requester's lane.
  • For amount-based escalation (for example above 50,000 needs the CEO), add a diamond {Amount within limit?} in the finance lane and route "No" to a new "CEO" lane.
  • For a long process change TB on the first line to LR, or switch the direction under "Layout" in the editor, and the lanes run horizontally.
  • Double-click any node in the preview to edit its text.

Mermaid code

flowchart TB
    subgraph Requesting department
        A[Draft contract] --> B[Submit for approval]
        H[Collect and file contract]
    end
    subgraph Legal
        C{Terms compliant?}
    end
    subgraph Finance
        D{Payment terms and budget OK?}
    end
    subgraph Executive sponsor
        E[Sign-off]
    end
    subgraph Administration
        F[Apply company seal] --> G[Number and archive]
    end
    B --> C
    C -- Yes --> D
    C -- Revise --> A
    D -- Yes --> E
    D -- Revise --> A
    E -- Approved --> F
    E -- Rejected --> A
    G --> H

Ask an AI for one with this structure

Send the prompt below to ChatGPT or Claude, then paste the whole reply into the editor; the code inside is detected automatically.

Draw a cross-department approval swimlane diagram in Mermaid flowchart TB syntax. Use one subgraph per lane for [Requesting department, Legal, Finance, Executive sponsor, Administration]; put each role's steps inside its own subgraph and write the edges that cross roles after all the subgraphs. The process: the requesting department drafts and submits a [contract] → legal checks whether the terms are compliant (if not, back to drafting) → finance checks payment terms and budget (if not OK, back to drafting) → the executive sponsor signs off (if rejected, back to drafting) → administration applies the seal, numbers and archives it → the requesting department collects and files it. Use diamond nodes for decisions and label the branches on the edges. Output only the mermaid code block.

FAQ

Won't three return arrows make the diagram messy?

All three point at the same node A[Draft contract], and the layout engine gathers them there. If it still looks busy, route the returns to a single "Revise and resubmit" node, or drop the revise branches and keep only the main path, describing the return rules in the text.

Can I show parallel review by several departments?

Yes. Connect the submit node to both legal and finance (B --> C and B --> D) and route both "Yes" edges to the executive sign-off. The layout engine places the two lanes side by side so the parallel review is obvious; the rule that both must pass has to be stated in the text, since the diagram carries no and/or logic.

How do I get this into Word for a policy document?

"Download Word" on this page gives you a docx with a 3x image and the code appended; after editing the steps, use "Export Word (docx)" in the editor for the same format. To drop it into an existing document, use "Copy PNG to clipboard" and paste.

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Updated 2026-09-22