Overview
This is a screen where a user can preview the file and info about it.
File Preview
- File Preview shows the current version of the file (with all the modifications that workflow actions have made)
- In Willow, you can preview the following types of files: JPG, JPEG, PNG, BMP, TXT, HTML, XML, PDF, DOC, DOCX, ODT
- For other file types, we show a "Preview not available" message and don't fetch the file from the server thus improving performance
- We also show “Preview not available” while the file is being converted to PDF (we convert every file to PDF for preview purposes as soon as it's added to a workflow)
- While the file is being converted, there is Refresh preview link instead of a file preview (if that file can be converted). When a user clicks that link file is reloaded.
- If a file cannot be converted to pdf we show “No preview available” instead of file preview, we don’t show the refresh link and the first action in a workflow that needs a converted file will show conversion failed details in the file history
- There is 5000000 characters limit for conversion
- If the conversion fails, we display “No preview available” message in the File Preview (without Refresh link) and the detailed explanation below
- Cannot show preview for this file type, if it's non-convertable file type such as sql
- Cannot show preview because the file has too many characters, if the character limit has been reached
- The document is in the wrong format, if the document can't be loaded because of the wrong format
- The document is password protected, if the document can't be opened because it is protected with a password
- Unable to show preview for this file, in any other case (unknown error)
- Users can cycle through all the files from the list that led them to the current file view (e.g. if a user clicked a file from the upload group file list, they can cycle through all the files in that upload group list)
- The width of the preview is always the same, 800px. The height is then adjusted accordingly to keep the original aspect ratio.
- When the file preview is displayed, on the right of it, we show the File Preview Palette having actions that help user interact with the preview:
- Scroll to top
- Scroll to bottom
- Full screen view
- This view shows the document in full screen
- Initially, the size is the document's original size
- The document can be zoomed in and out until some limits
- Every zoom in/out scales the preview 2x
File History
- The activity performed on the file during its lifecycle in Willow
- We show the following items:
- How and where a file was uploaded
- When a file has been sent to a workflow
- When a file has been processed by a workflow action (e.g. Stamped or Approved)
- When a comment is added to a file
- When a file has been converted to PDF
- When file processing has failed for some reason
- When a file was retried after a fail
- When the workflow that processes the file has been restarted due to the workflow change
- When a file has been paused due to disabling of the workflow
- When a file has been completed
- When a file has been downloaded
- When a file has been deleted
Action Bar
There are several common actions for every file:
- Delete
- Download
- Comment
- Retry (if failed)
- Add to Workflow (if unassigned)
Other actions are available depending on the file state:
- Sign in to SharePoint / OneDrive / Google Drive / Dropbox, if the file is stuck in the corresponding cloud action and the user needs to provide their credentials for the cloud drive
- Approve / Reject, if the user needs to approve/reject a file in Approve action
- Add Digital Certificate, if the user needs to add their certificate in Digital Certificate (Personal Type) action
- WillowSign, if the user needs to add their signature in WillowSign action
- Simple Sign, if the user needs to add their signature in Simple Sign action
- Replace, if the file is rejected or in Custom Task action and user needs to replace it
Delete Action
- This action will delete the file itself, but it will keep the file history
- Available always for anyone that can see the file, unless the file is already deleted
- It is also available from all file list screens that have checkboxes, so you can select and delete multiple files at once
- It will produce a "Deleted" entry in the File History
- It will also delete all downloadable links in the File History (i.e. Uploaded and Replaced history items' links)
- Please note that email links will continue working for 30 days from sending (WillowSign for 90 days) even after the file has been deleted
- Deleted files in file lists:
- They are completely hidden from Inbox, Workflow Files and To-do List (file count is updated based on the number of non-deleted files)
- They are displayed greyed-out at the bottom of
- Upload Group (file count includes the number of original files)
- Job View lists (file count is updated based on the number of non-deleted files and files that have been completed and then deleted)
- In Upload Group, files that have been first completed and then deleted have "(completed)" appended to their name
- In Job View, the Status column should say "deleted" for files that were deleted before completion, and for files that were first completed and then deleted, Status column says “completed” (but this item is also greyed-out)
- When a workflow has been deleted, files from that workflow are accessible only through the URL
- When the team inbox is off or the team has been deleted - files from that inbox are still accessible through the URL or the URL of the upload group (as deleted files). Upload group of those files is not visible anymore in the Recently Added List but it can be accessed through the URL.
- After 30 days (or immediately, if “Delete completed files immediately” is selected on Workflow Settings), the system will automatically delete all the files of a completed job as a part of the cleanup process.
- The history item in that case will say “Deleted by Willow”
- All File History links that lead to the versions of the file (original file, replaced files) will be deleted too
- Please note that the files will not be cleaned up even if completed, in case they are part of an incomplete job
Download Action
- This action will download the file
- It will produce a "Downloaded" entry in the File History
- Available always for anyone that can see the file, unless the file is deleted
- Unavailable from the file list screens
Comment Action
- This action will add the comment to the file history
- Available always from the File View for anyone that can see the file (even if the file is deleted)
- Unavailable from the file list screens
Retry Action
- This action will try to continue the processing of the file in the workflow by repeating the last action (the action that failed)
- e.g. If a file failed to upload to OneDrive, Retry will try to upload to OneDrive again and then continue with the workflow when/if the upload is successful. Actions before Upload to OneDrive will not be repeated.
- Available from the File View when file processing failed or when the file was rejected during the approval process
- It's available only to a person who put the file in the workflow (who got the failed notification)
Replace Action
- This action is available in two cases:
- When the file has been rejected in the Approve action, the user who added the file can replace it with the corrected version
- When the file is in Custom Task action, the performer of the custom task may want to replace the file they modified outside Willow (e.g. they added some comment text labels to it or translated it manually)
- Replace File when rejected will retry the file immediately, so it will be offered for approval to the approver as soon as the action is performed
- When this action is performed, the newly uploaded file version is stored in the File History for a user to download it if needed. That way we keep track of all file versions that are uploaded to Willow.
- Note that in case the workflow has been edited and all files currently in the workflow returned to the beginning of the workflow, the original, initial version of the file will be restored
- Empty files cannot be used for replacing
- This action does not consume credits
Add to Workflow
- This action will add the selected file(s) to a workflow of the user's choice
- It is available for unassigned files for anyone that can see the file
- If performed from the File View, it will create a job with just a single item. Optionally, a user can perform this action from the list and then all the selected files will create a single workflow job.
- The list of workflows displayed in the prompt represents all the non-disabled workflows that the user can use (has at least Can Use Workflow permission set in that workflow)