A Users Guide to Willow360 Workflows: Understanding, Adding Files, Tracking Progress, and Notifications
What Are Workflows in Willow360?
A workflow in Willow360 is a series of automated steps that handle files or data based on a predefined process. These steps can include actions like approving documents, signing contracts, converting files, or sending notifications. Workflows eliminate manual tasks, ensuring that everything moves smoothly and efficiently from start to finish.
For example, if you regularly process invoices for approval, a workflow could automatically move the invoice through the approval chain, notify the finance team when action is required, and finally store the approved invoice in your Google Drive or SharePoint.
How to See the Workflows Available to You
When you log in to Willow360, your dashboard shows all the workflows you have permission to use, displayed as tiles.
You can browse and filter your workflows using the dropdown above the tiles. Options include all workflows, your favourite workflows, workflows by category, and recently created workflows. You can mark any workflow as a favourite by clicking the star on its tile.
If you do not see a workflow you expect, you may not have been given access to it. Contact your administrator or manager to request access.
How to Add Files to a Workflow
Adding files to a workflow is straightforward.
Click the large plus button in the bottom right corner of the workflow tile to browse for files on your device, or drag and drop files directly onto the tile. Once uploaded, the workflow starts processing your files automatically, moving them through each configured step.
You will see a job rectangle appear on the workflow tile showing the progress of your files. Only your own jobs are shown on the tile. Jobs submitted by other users are not visible to you here, though users with broader permissions can see all files from the workflow's detailed view.
Note that if any file in a batch is too large or in an unsupported format, the entire batch will be rejected. Check the error message to see what needs to be corrected before trying again.
How to Start a Workflow That Begins With a Form
Some workflows are designed to start with a form rather than a file upload. This is useful for processes like submitting expense reports, requesting leave, or onboarding new employees, where you provide information rather than uploading an existing document.
You can identify these workflows by the button in the bottom right corner of the tile, which shows a document icon with a plus sign rather than the standard plus button. Clicking it opens the form for you to complete.
Fill in the required fields and click Submit. Willow360 will automatically create a PDF document from the data you entered and begin processing it through the workflow. You cannot upload, drag, or email files to a workflow that starts with a form.
How to Track the Progress of Your Files
Once you have added files to a workflow, the job rectangle on the workflow tile shows their progress in real time. You can click the rectangle to open a detailed view of all the files in that job and see the status of each one.
From the workflow's detailed view you can also access:
Recent Activity: a list of your recent jobs in that workflow, showing what has been processed and completed.
Files: a full list of files you are permitted to see in the workflow, with filters for status and who added them.
To-Do: a list of any files that are currently waiting for your action, such as a form to complete, an approval to give, or a signing step to complete.
If a file needs your attention, it will be highlighted in red in the file list and you will receive a notification.
Understanding Notifications in Willow360
Notifications keep you informed about tasks that require your input and updates on the files you have submitted.
The bell icon in the top right corner of the dashboard shows your current notifications. Clicking it takes you to the relevant file or task. Notification counts are also shown on each workflow tile next to the action that requires attention.
You will receive notifications when:
- A file you have submitted reaches a step where your input is needed, such as an approval, a signing step, a form to complete, or a custom task.
- A job you submitted has completed all its workflow steps.
- A file in the workflow encounters a problem, such as a failed action or missing credentials for a cloud storage upload.
Notifications can also be delivered by email and as push notifications in your browser, depending on your personal settings. You can adjust your notification preferences in Personal Settings.
Examples of Notifications
"Approval Needed: Invoice 123" means the invoice has reached an approval step and is waiting for you to review and approve or reject it. Clicking the notification takes you directly to the file.
"Form Submission Needed: Expense Report" is a prompt to fill in a Supply Information form at a specific point in a workflow. Clicking it takes you to the form.
"File Processing Complete: Invoice_123.pdf" tells you that a file you added has completed all its workflow steps. You can find it in the designated storage location, such as Google Drive or OneDrive.
"Error: Missing Information" indicates that something prevented a workflow action from completing. Clicking the notification shows you the details so you can take the necessary action.
Managing Your Notifications
You can manage whether you receive push notifications in your browser by adjusting your settings under Personal Settings. Notification preferences can be set independently for different types of alerts.
Wrapping Up
Willow360 makes managing and automating business processes straightforward by using workflows that handle tasks like approvals, notifications, and file storage. As a user, you can access workflows from your dashboard, add files to them, or start workflows that begin with forms. Once the process is underway, tracking progress is simple with real-time status updates and notifications keeping you informed at every step.