30 Powerful Willow360 Workflow Ideas for Modern Organisations

Willow360 enables departments to build secure, intelligent, and automated workflows that handle documents, extract data, enforce approvals, and ensure compliance, all within a controlled processing environment.

Below are example workflows that can be configured in Willow360.
Each example includes a short description of the process and a typical action sequence.

1. Invoice Approval

Used to process supplier invoices and record approvals.

Typical configuration:

AI Data (Invoice Number, Supplier, Total Amount, Due Date)

Approve (Finance)

Stamp (Approved)

Upload to SharePoint

2. Employee Onboarding

Used to generate onboarding documents and collect required signatures.

Typical configuration:

Fill in a Form (Employee details)

Simple Sign (Internal confirmation)

WillowSign (Employee signature)

Upload to OneDrive

3. Expense Report Submission

Used for submitting and approving employee expense claims.

Typical configuration:

AI Data (Amount, Date, Vendor)

Approve (Manager)

Convert to PDF

Upload to Google Drive

4. Contract Review and Signing

Used to review contracts internally before external signature.

Typical configuration:

Approve (Legal)

WillowSign (Client and Internal signer)

Digital Certificate

Upload to SharePoint

5. Purchase Order Processing

Used to generate and approve purchase orders.

Typical configuration:

Fill in a Form (PO details)

Approve (Finance)

Convert to PDF

Rename (Using PO number)

Upload to OneDrive

6. Document Archiving

Used to standardise and archive incoming documents.

Typical configuration:

Convert to PDF

Digital Certificate

Upload to Dropbox

7. Legal Document Review

Used to remove sensitive content before approval.

Typical configuration:

Redact (Configured phrases)

Approve

Upload to SharePoint

8. Marketing Campaign Approval

Used to ensure marketing materials are approved before publication.

Typical configuration:

Approve (Marketing Lead)

Stamp (Approved)

Upload to Google Drive

9. HR Policy Acknowledgment

Used to collect acknowledgment signatures for updated policies.

Typical configuration:

Simple Sign (Employees)

Digital Certificate

Upload to OneDrive

10. Client Proposal Submission

Used to generate and approve proposals before sending to clients.

Typical configuration:

Fill in a Form

Approve

Convert to PDF

Upload to SharePoint

11. Quality Assurance Checklist

Used to document and approve QA checks.

Typical configuration:

Fill in a Form (Checklist items)

Approve (QA Manager)

Digital Certificate

Upload to Google Drive

12. Training Completion Certificate

Used to generate and sign training certificates.

Typical configuration:

Fill in a Form

Simple Sign (Trainer)

Digital Certificate

Upload to OneDrive

13. IT Service Request

Used to capture and assign internal IT requests.

Typical configuration:

Fill in a Form

Custom Task (IT Team)

Upload to SharePoint

14. Project Plan Approval

Used to formally approve project plans before execution.

Typical configuration:

Approve (Project Sponsor)

Digital Certificate

Upload to Google Drive

15. Supplier Contract Management

Used to review and execute supplier agreements.

Typical configuration:

Approve (Procurement)

WillowSign (Supplier + Internal signer)

Digital Certificate

Upload to SharePoint

16. Performance Review Process

Used to manage employee performance reviews.

Typical configuration:

Fill in a Form (Review details)

Approve (Manager)

Custom Task (HR finalisation)

Upload to OneDrive

17. Compliance Reporting

Used to validate and archive compliance documents.

Typical configuration:

AI Data (Key compliance fields)

Approve

Convert to PDF

Upload to Google Drive

18. Customer Feedback Collection

Used to capture structured feedback from customers.

Typical configuration:

Fill in a Form

Convert to PDF

Upload to SharePoint

19. Event Registration

Used to register and store attendee information.

Typical configuration:

Fill in a Form

Rename (Event + Attendee)

Upload to OneDrive

20. Sales Order Processing

Used to generate and approve sales orders.

Typical configuration:

Fill in a Form

Approve

Convert to PDF

Upload to Google Drive

21. Internal Audit Review

Used to review and protect audit documentation.

Typical configuration:

Redact

Approve

Digital Certificate

Upload to SharePoint

22. Product Launch Approval

Used to manage internal approval before release.

Typical configuration:

Approve

Stamp (Approved)

Upload to Google Drive

23. Vendor Payment Authorization

Used to control vendor payment approval.

Typical configuration:

AI Data (Invoice amount)

Approve

Digital Certificate

Upload to OneDrive

24. Meeting Minutes Certification

Used to formalise and archive meeting records.

Typical configuration:

Convert to PDF

Digital Certificate

Upload to SharePoint

25. RFP Response Submission

Used to prepare and approve RFP responses.

Typical configuration:

Fill in a Form

Approve

WillowSign

Upload to Google Drive

26. Job Application Processing

Used to extract applicant details and approve candidates for review.

Typical configuration:

AI Data (Name, Email, Position)

Approve (HR)

Upload to OneDrive

27. Legal Compliance Check

Used to verify document compliance before release.

Typical configuration:

AI Data (Clause verification)

Approve

Redact (If required)

Upload to SharePoint

28. Marketing Material Distribution

Used to approve and store marketing assets.

Typical configuration:

Approve

Digital Certificate

Upload to Google Drive

29. Customer Contract Renewal

Used to manage contract renewals and signatures.

Typical configuration:

AI Data (Expiry date)

Approve

WillowSign

Upload to SharePoint

30. Board Meeting Agenda Approval

Used to formally approve and archive board documents.

Typical configuration:

Approve

Digital Certificate

Upload to OneDrive