What is a workflow?
What is a workflow?
A 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.
What is a document?
What is a document?
A 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. Also, there's a document as an electronic file managed and streamlined within airSlate for document automation and eSignature workflows.
I created my workflow in the wrong workspace. How do I move it? How do I duplicate it?
I created my workflow in the wrong workspace. How do I move it? How do I duplicate it?
If you've created your workflow in the wrong workspace, contact the support team to help you move it.
Can I make a copy of a workflow?
Can I make a copy of a workflow?
You can make a copy of any workflow that you administrate. Check how to duplicate a workflow in this article.
Can I delete a workflow? Before doing so, should I delete all completed documents in it?
Can I delete a workflow? Before doing so, should I delete all completed documents in it?
You can either archive or move a workflow that you've created to the trash. You don't need to delete any documents in a workflow beforehand, but be aware that by removing a workflow, any documents associated with that workflow will also be removed.
Can I rename a document once a workflow has run?
Can I rename a document once a workflow has run?
You can rename documents both manually or automatically.
To automatically rename documents as files, install and configure the Rename document bot for your workflow.
To automatically rename documents as digital envelopes filled with one or more files, install and configure the Rename workflow instances during signing process or Rename workflow instances on completion for your workflow.
How to redirect recipients to my website after documents are completed?
How to redirect recipients to my website after documents are completed?
You can use the Redirect recipient setting.
To do so, in the workflow builder, go to the three dots menu. Then, select the Redirect recipient option.
In the Redirect recipient modal window, enable the redirect by switching the toggle. Enter the URL you'd like your recipients to be redirected to after the documents are completed.
It is also possible to redirect recipients to your website using the Redirect recipients to website bot. With the bot, you can specify conditions for redirecting recipients.
Why are some documents missing after recipients started working on them?
Why are some documents missing after recipients started working on them?
Such cases are possible if a document is distributed via smart or public links and the signers don’t have an altaFlow account. An incomplete document is expired and deleted automatically within 24 hours after it was opened due to the absence of an account.
Why a document may not be delivered by email
Why a document may not be delivered by email
Email delivery can be affected by multiple technical and user-related factors. Even if an email is sent successfully from altaFlow, it may still fail to reach the recipient's inbox. This can happen due to issues with the recipient's email address, mailbox settings, server availability, or security policies.
When an email cannot be delivered, the recipient's email address will appear in red in the step, making it easy to identify where the issue occurred and which recipient requires attention.
Below are the most common reasons why an email may not be delivered.
Typo in the email address
The email address may contain an error, such as a missing character or an incorrect domain, which prevents delivery.
Email address no longer exists
The recipient may have left the company, and their mailbox was disabled or removed. In this case, the email cannot be delivered.
Recipient inbox is full
If the recipient's mailbox has reached its storage limit, new emails may be rejected until space becomes available.
Spam filters
The recipient's email provider may block the message or send it to the spam folder based on content, sender reputation, or security rules.
Temporary issues with the recipient's mail server
The recipient's mail server may be temporarily unavailable due to maintenance, outages, or high load. Delivery may be delayed or fail.
Recipient manually blocked the sender
If the recipient has blocked the sender's email address or domain, emails from this sender will not be delivered.
Recipient email server configuration restrictions
The recipient's email server may restrict messages from external senders, unknown domains, or specific regions, which can prevent delivery.
How can I edit a document in a workflow?
How can I edit a document in a workflow?
Feel free to edit an existing workflow using workflow versioning. If you change the current version of a workflow, a new workflow version will be created. In this case, every document you created will remain in your workflow. Check how to handle workflow versioning in this article.