Supplier, office and supervisor attribute an error to each other. I propose to define first who controls data, result and final communication.
In the example, a clear process allows you to correct the document and inform those who received it. Legal responsibilities require specific assessments, but the operational organization should not be ambiguous.
The system must leave traces of relevant decisions. Collaboration works when each step has a recognizable referent, not when the automatic product makes the work opaque.