Workflow creation
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, triggers, shareable links, and conditions. Whenever you change a published workflow, a new version is created.
To create a workflow, follow these simple steps.
First, select the +Create Workflow option, which will take you to a page where you can add fillable documents and forms.
Add a desired document or form as described in this article.
Once you've added your desired document or form, you will be redirected to the configuration page where you can start configuring your workflow. Configuration page consists of the document list and the process diagram. Diagram represents the sequential order of how the business process happens.
1.The Signer element is added by default, but you can select additional steps from the options offered. These elements include Bot, Signer, Decision, and Go to. Each of these elements has specific functions that can be customized to suit your needs.Signer - the element represents a recipient with specific access rights to documents and their fields. Learn more about the element setting in this article.
2. Bot - the workflow components for the variety of automations: prefill the documents, export the documents or the data, send notifications, and so on. Learn more about the bot setup in this article.
3.Decision - the element serves as elements within a workflow, enabling the system to select one of several branches based on specific conditions. It allows you to define criteria that determine the flow of the workflow, directing it along different paths depending on the conditions met.Learn more about the element setting in this article.
4.Go to - the element allows to create cycles in the process . Learn more about the element setting in this article.
Once the desired steps are added, ensure that the fields from the documents are assigned only to the required steps, as they are typically assigned by default.Learn more about field assignments in this article.
If there are any issues with setup, you will see corresponding warning messages that can be resolved by checking the solutions listed in the Support portal.
Steps preview
Note: This feature is currently in beta and will still develop and change over the course of time. Changes will roll out gradually over the next few months. However, you can always request early access by contacting our Support team.
Preview steps to see how the signing session looks from the recipient’s perspective. Previews are available for each diagram step, even in the draft mode. To open a preview, click the Preview button on the desired step.
The preview shows the documents assigned to the step, with the wizard on the right side and the navigation. You can complete documents to simulate the recipient’s experience.
To leave the preview, click Close preview or the ‘X’ button in the top right corner.
If there are bots in the step, the preview also simulates their actions. This applies only to bots set within a step (pre-fill bots), not those installed between steps.
In the preview, document fields will be pre-filled based on the bot settings. If fields are not pre-filled, ensure the bot settings are correct.
If there are multiple documents in the workflow, they must be completed one by one. If the current document is not completed, all subsequent documents will remain inactive. The screenshot below shows the Business Card Request (3rd in the list) without the prior completion of the Contractor Application Form (2nd in the list).
Testing and publishing
When you're ready to test your workflow, you can select the Test option and indicate either your email or another one to check the workflow process.
Once you're happy with the test results, you can save your settings by selecting Publish, which will create the first version of your workflow.
To send documents to recipients, go to the Workflow page, select the newly created workflow, and click Execute workflow.
If the recipients have already been specified in the step settings, the invitations to complete the documents will be sent out. If not, you can indicate the recipients in the pop-up window.
Learn more about workflow execution, in this article.