Categories (listed in the order they were added) + the action count on the left side
The workflow scheme on the right side. If there are more than 10 actions in a workflow, the middle part gets omitted and replaced with dots
Above workflow list, there is a dropdown to pick between:
All workflows - all the workflows the user can see
My workflows - the workflows where the user has the highest “can edit” role. This option is the default one.
Specific category - the workflows that belong to the specified category. Category options include every category used in any workflow within the organisation. Categories in this dropdown are ordered alphabetically.
The Search Workflows field allows search by workflow name
Workflow Rules
There are three parts of workflow configuration - Actions, Who can use the workflow and Workflow Settings
You can set the workflow name on all three tabs
Workflow name must be unique in the organisation
Save Button at the top will save the workflow. All the changes user does to action configuration, permissions or any other setting will be applied only when Save Button is clicked.
If there are changes made to the workflow configuration and you try to leave the screen, a warning will be shown to you that there are unsaved changes.
You can try to leave Workflow Screen by clicking Close, going browser back, typing other URL in the address bar or closing the tab/browser. In those situations, a warning will be shown.
Delete Button is shown when an existing workflow is being edited. It is not shown for newly created workflows during the creation.
Copy workflow functionality is available only while the workflow has not changed. As soon as you change anything, it disappears from the top bar.
It copies all the actions, permissions, workflow settings
It changes the workflow name to "Copy of [Original Workflow Name]"
For upload actions, the current user becomes the default user (in case Use default user credentials to upload checkbox was selected)
The copied workflow is created only when you save it using the Save Button (it is treated as newly created, not saved yet)
When copying workflow, Specific Digital Certificate details are not copied (therefore validation error above the action appears)
If a workflow is disabled, it is displayed on the right of the workflow title (and in the workflow list)
We show the number of files currently being processed in the workflow at the bottom, below Workflow Menu
If the workflow is edited and has files in it, we show the warning that the user will have to restart/delete files when saving the workflow
The workflow cost is displayed in the top right corner. The cost is live-updated as the user changes the workflow.
After an active workflow has been edited and some files are currently being processed by that workflow, the user is given an option to:
Restart files from the beginning of the workflow (which will spend credits for the workflow usage, because files are fully processed again), or
Delete all files from the workflow
Restarting files means that the files are reverted to their original state and the processing is started again from the first action.
If there is a job in the workflow and some of the files from the job are completed and some files are not, when the administrator finishes editing the workflow, all those files from the job (both completed and not completed) are restarted
When all files in a job are completed, those job files are not restarted after editing the workflow
For restarted files, there is a restarted item in file history ('Workflow has been updated. File has been restarted.') and after that, the whole process starts again which means that after the Restarted history item there will be Added to workflow history item
A restarted file spends the credits the same way as if a new file was added. If there are not enough credits, user will not be able to restart files and the error message will be presented.
Please note that if some credits in the workflow were reserved before restarting, the credits that are not spent yet will be released before making a new reservation
When a workflow is disabled (details in Workflow Settings), files are paused, and after enabling that workflow all files will be restarted
Disabled workflow is not shown on the dashboard and files from disabled workflow can be opened only by their URL, they are effectively hidden.
As soon as a workflow has been disabled a new file history item ('Workflow has been disabled. File processing has been paused.') appears for all non-completed files that are in the disabled workflow
For completed files, the new file history item is not added
After enabling the workflow, all files from that workflow are restarted, the same as when the workflow has been edited (see restarting rules there). Also, whenever the workflow becomes enabled, the Currently Processing Files Dialog will be shown if some files are being processed, allowing the user to pick between restarting or deleting them.
Please note that the Currently Processing Files Dialog will never be shown if the workflow is disabled
When a workflow is deleted, all the files currently being processed will be deleted
Completed files will be deleted too if they are part of an unfinished job
Actions
Number of actions in a workflow is not limited
Actions can be added by clicking plus icon. Add new action panel appears and it contains all actions grouped in categories (Flow Control, Signing, Provide Data, Modify, Rearrange and Export). There is filter for each category and All actions are shown by default.
Whenever an action is added, we validate its configuration when the Apply Button is clicked
Actions can be dragged and reordered
If a person who is the last approver/signer in some workflow action is deleted from Willow360, the workflow becomes invalid because no one can unblock files stuck in these actions. Therefore, we send a "There is no one to approve/sign" notification to:
All the people who can edit the workflow, if any
If there are no users with Can Edit rights, the notification is sent to all administrators, as a fallback
The notification leads to the Edit Workflow Screen. The problematic action is marked with an exclamation mark icon.
Who can use the workflow
There are 4 types of workflow permissions:
Can't use workflow - user will not see the workflow tile nor be able to put files into it (this is when no checkbox is selected)
Can use workflow - user will see the workflow tile on the dashboard and be able to put files into it
Can see all files - in addition to the permission above, the user will be able to see the files added to the workflow by other users
Can edit workflow - in addition to the permission above, the user will be able to edit the workflow
You can add the aforementioned permissions to an individual user, a team or everyone
Please note that individual permissions override team permissions, which override the permission for everyone
So, if a user is set to "Can use workflow", and the team that user is a member of is set to "Can see all files", the user's individual permission is prioritised and they won't be able to see all files, only to use the workflow
Note that being an administrator of the organisation overrides these permissions. Administrators can see and edit all the workflows.
You can remove any individual/team permission by clicking X next to the name
You can not remove permission for Everyone
There has to be at least one Can edit workflow permission. In case you have only one, changes on that permission will be disabled until there is someone else who can edit the workflow.
The only scenario when a workflow doesn't have a Can edit workflow person is if the last Can Edit user is deleted (we allow this)
Team chip is marked with the team icon. When you click a team, it will show all the team members.
Autocomplete dropdown order is - teams first, then users (alphabetically ordered within each group)
Being a manual action performer in a workflow (approver, signer, custom task performer….) also allows you to see the files you need to approve/sign/perform a task on, even if your rights are lower than that. You will see a proper notification (although you can’t see the workflow tile) and be able to open that file through the To-do list (please note that Recent Activity and Files tabs are not accessible in this case). Once you perform a manual action, you will keep the right to see that file (along with the rights to download and delete the file, unless already deleted of course).
So, if for example, no one has the right to use the workflow, then before the Approve action, all the approvers will be able to see the file; after the Approve action, only the person who approved will be able to see it.
Workflow Settings
A workflow's status can be set to Off, which will disable the workflow
Disabled workflow is not shown on the dashboard
No one can use it until it's enabled
Disabled workflows are still shown in the workflow list of everyone who can edit it
Files from disabled workflow cannot be opened
Below Workflow Status, you can also see the email address / MFD code that you can send the files to if you want them to be processed by this workflow
This is shown only in enabled state and if the workflow is being edited (not created). Also, if the workflow contains Fill in a Form action, it does not support emailing and the email address / MFD code are not visible.
Email address contains MFD code and name of the workflow (all spaces and characters that can't be recognized as part of the proper email address are replaced with “-”)
Workflow Description lets you specify the text that will be shown to the user in the subtitle of a Workflow Tile (a new info icon will appear next to the “workflow” label with the description displayed when hovered) and on Scheme screen (Workflow Detailed View)
The description may be left empty. In this case, we don't show the info icon on the Workflow Tile and don't show the icon and text in the Scheme screen.
Workflow can belong to a category (or multiple categories). Categories are used to organise and filter workflows.
When a category is assigned, it will appear in the category dropdowns on the Dashboard and Workflows Screen, allowing users to filter and select workflows by category
When typing a category name, the autocomplete will offer previously added categories in the organisation (in alphabetical order)
If the user types a category name that doesn’t already exist, it will be created as a new category. That category will appear in all category filters from then on.
If a category is removed from all workflows that use it, it will no longer appear in any category filter, nor in the autocomplete suggestion list for categories.
Multiple categories may be added to the same workflow
Delete completed files immediately means that files will be deleted as soon as they finish the workflow (immediately after the file status changes to completed)
It will just delete the file, not its history. The file will still be accessible (without its' preview).
Please note that the links sent by email during the processing of the file still stay active until the links expire (30 days for the Secure Email action and 90 days for the WillowSign action)
