A workflow is a core component of the platform and serves as the foundation for automation. When you start working, the first step is to create a workflow.
You can create either a workflow or just send documents (one-time workflow).
Workflow is your repeatable business process. You add fillable documents and forms, set up a step-by-step document journey, and then spice it up with automation using bots, autostarts, shareable links, and conditions. Whenever you change a published workflow, a new version is created.
Document is a digital envelope filled with one or more files sent to different recipients based on their roles in a document workflow. It's like a package that holds everything related to a specific process. Sometimes we call them sends or workflow instances when referring to documents sent from a workflow.
Note: Available for Creator, Supervisor, and Owner roles.
In this article, we will take a brief look at every stage of a workflow creation so you get a general understanding of the entire process.
Stage 1
To proceed with the process creation, select Start > Design automation (to create a workflow) or Send documents (to send one time-workflow.) The aforementioned options are also available in the Getting started section. Also, you can use pre-built templates that you can select from the library.
To use a template, click Select from library in the Pre-built Templates section on your Dashboard. In the library, you can browse categories and choose the needed template. Use the search bar to find what you need faster.
Stage 2
Add documents to your workflow using one of the offered ways
Edit documents according to your needs by adding fillable fields and using various editing tools.
To learn how to add documents, check this article.
Stage 3
Visualize your workflow by creating a diagram in the creator
Add sequential or parallel steps
Assign certain fields to certain recipients
Set up specific execution conditions for each step.
To learn how to visualize your workflow, check this article.
Stage 4
Install automation bots to eliminate routine actions and streamline data transfers between the platform and different data sources
Set up execution conditions for each bot
Manage bot execution.
To learn how to set up bots, check articles in this section of Support portal.
Once you’ve finished configuring your workflow, it is ready to be distributed.
Stage 5
Distribute your documents by:
Adding recipients to the steps
Sharing multiple documents at a time
Creating a shareable link
Schedule the workflow start
Send documents to yourself as a test one.
Once you distribute a documents, each of your recipients receives them.
To learn more about workflow distribution, check this article.
Stage 6
Set up specific access to your workflow
Manage workflow.
Set up a redirect, welcome message, and e-signature consent.
View the audit trail.
Note: you can manage your workflow whenever is convenient for you. These options are available at every stage of a workflow configuration.
To learn more about workflow management, check this article.