Higher Education Institutions (HEIs) have embraced Business Process Management (BPM) to drive Digital Transformation. However, the continuous growth of these institutions poses a significant challenge for document business process. This article introduces a formal document approval workflow business process within the context of Higher Education Institutions. This proposal is grounded in business rules and the integration of validations aligned with the legal framework of business processes and using ISOTools as technological support. This study is integral to the Digital Transformation project at Politécnica Salesiana University (UPS, its acronym in Spanish) in Ecuador. Therefore, the workflow was implemented at such an institution as a validation scenario. The findings underscore the potential of this proposal as a support mechanism for process control and monitoring, fostering enhanced collaboration among process analysts, end-users, and decision-makers.