Create an altaFlow workflow to automate document processes end to end. Add documents, design a step-by-step flow with branches, assign recipients, set execution conditions, and install bots — all in one visual diagram builder.

2. Add documents as described in this article.

3. Assign fields to the recipients, if required. Additionally, it can be done during the step configuration.

To assign different fields to the recipient in the document, follow the instructions described in this article.

Use the intuitive drag-and-drop interface to easily visualize every step of your process. To start, use + Add a step, branches, or a bot option.

Each Step in the diagram acts as a recipient role. Use the + button to add more recipients to the workflow. To add more steps, choose the step option in the + Add new section.

To remove a step, click on the three dots menu, select Remove, and confirm the action.

Each step is associated with a certain recipient. To identify steps more easily, rename each one based on the recipient's role in your process or the action performed by this recipient.

Drag-and-drop elements in the order that best fits your process.

If you need the steps to be executed in parallel, add Branches by clicking the plus (+) icon and choosing the Branch option.

Branches allow you to add a conditional structure to a workflow. By setting up different execution conditions for each of the steps in branches, you are ensuring that the documents get completed in a specific order when one or another condition is triggered.

You can add multiple steps within a branch by clicking the plus (+) icon.

To add parallel steps inside a branch, click the plus (+) icon on the branch.

Build your custom workflow diagram by adding as many steps and branches as you need. For better visualization, use the Zoom in, Zoom out, and Center buttons. Hold and drag the diagram across the field.

Remove the branch by clicking the Bin button. If you remove a branch, all steps within it will also be removed.

Step settings include assigning fillable fields, adding recipients, configuring document routing, and setting execution conditions. Click on the step to customize the settings.

Alternatively, you can access the step's settings by clicking on the Three dots menu next to the step's name and selecting Configure. The menu also includes the Remove and Jump to step buttons.

Add recipients by entering their email address or phone number. Also, you can select a recipient from your address book or use the +Data variable.

If you choose Current user, anyone who opens the document under this role can fill in the assigned fields.

You can also pull contacts from your CRM and assign them to the step. To do this, go to the Integration contact tab and choose your CRM from the dropdown. Then, connect to your CRM and select the record and field to get the contact information from.

By using the "Email or phone" dropdown, you can send the invitation via SMS as well as Email.

Customize message allows to edit text for the particular recipient in the particular step. Use Preview email to see how the layout, branding, and dynamic placeholders will appear to the user on their device before you apply the changes.

Clicking the "Edit full message" link opens a modal window specifically designed for advanced, visual customization of Email notifications:

Attachments (optional)

Attach documents to email: the required files are sent as actual file attachments (e.g., PDFs) directly in the email, giving the user a copy upfront.

Attach fields as a CSV file : extract specific data fields filled out in the forms and attach them as a separate CSV spreadsheet. This is highly useful for data collection and importing into external databases or CRMs.

Save as ZIP: compresses multiple attached documents into a single .zip file, making it much easier for the recipient to download everything at once.

Assign the document's fillable fields to a specific recipient by selecting Reassign fields in the Documents and forms section.

In the dialog window, select the fields you'd like to assign and click Assign.

The assigned fields will be displayed in the first section. Manage their access permissions by clicking the button on the right of the document name.

You can allow a recipient to fill out or view the document. You can also restrict access to the document by hiding it.

Revoke access to the document editing once the document is completed by the recipient. By default, this option is enabled to ensure data security. Uncheck the box if you don't need to revoke access.

Set up execution conditions for the step. Conditions are simple "if-this-then-that" rules that define when step will run. Conditions can be set based on document field information, recipient data, Step settings, Revisions, and date. Learn more on the condition setup in this article.

The section allows you to perform the following actions:

— Forbid recipient to decline Revision: the recipients will not be able to decline a document filling out;

— Forbid recipient to discard changes: the Discard option will be unavailable for recipients in the Other Actions menu;

— Forbid recipient to save as draft: the Save as draft option will be unavailable for recipients in the Other Actions menu.

Jump allows you to execute steps in a non-linear way and create loops under certain conditions.

Click the Jump to step button in the menu and select where to jump.

Add recipients by entering their email addresses or phone number.

Set up conditions for when the documents will go to the needed Step.

In Advanced settings, indicate how often the jump option should occur.

As a result, the documents will shuttle between the indicated steps. When the assigned recipients finish negotiating, the documents will be sent to the next step.

You can set redirects between multiple steps regardless of their location in the workflow. The redirected steps are marked with an additional diagram element. The step to which it is redirected will have the note containing the conditions, the trash bin icon, and the gear button to configure the redirect.

Install automation Bots to eliminate routine actions and streamline data transfers between the platform and different data sources. To learn how to set up bots, check this section in the Support portal.

You can manage your workflow at any moment during its creation or after sending. To learn more about workflow management, check this article.

Find the instructions on the documents distribution in this article.