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 into Willow360, you’ll find a list of workflows that you have permission to use. These workflows are displayed as tiles on your dashboard, each representing a different process.

Here’s how to access and navigate the workflows available to you:

1. Log in to Willow360: Once you're logged in, your dashboard will show the workflows you have access to, based on the permissions granted by your organization.
2. Browse Workflow Tiles: Each tile on your dashboard represents a different workflow. The tile displays the workflow’s name and a brief description of what it does.
3. Select a Workflow: Simply click on a workflow tile to start using that workflow or to see more details about it.

If you don’t see a workflow you expect, it might be because you don’t have the necessary permissions to access it. You can reach out to your admin or manager to clarify or request access.

How to Add Files to a Workflow

Once you’ve identified the workflow you want to use, adding files to it is straightforward. Follow these simple steps:

1. Open the Files: Click the + on the workflow tile to select files on your device.
2. Drag and Drop Files: Most workflows allow you to add files by dragging and dropping them into the workflow window.
3. Confirm: After uploading, the workflow will begin automatically based on its configuration, processing the file through the necessary steps (like approval, conversion, or filing).

How to Start a Workflow that Begins with a Form

Some workflows are designed to start without needing a file upload. Instead, they begin with a form that you fill out. This is useful for processes like submitting reports, requesting leave, or onboarding new employees, where you provide data instead of an existing document.

Here’s how to start a workflow that begins with a form:

1. Select the Workflow Tile: Choose the workflow tile that starts with a form (it will typically be labeled or described as such).
2. Click the Start Button: The start button is a document icon with a +. Clicking it will bring up a form for you to complete.

1. Fill in the Form: The form may include fields for information like your name, the date, or other details relevant to the workflow. Fill out the necessary fields as prompted.
2. Submit: After completing the form, click Submit. Willow360 will automatically create a document from the form data and begin processing it through the workflow.

This is particularly helpful for processes where files aren’t involved until later, like when an employee fills out an expense report that gets processed and turned into a file for approval and storage.

How to Track the Progress of Files in a Workflow

Once you’ve added files to a workflow or started a workflow with a form, you’ll want to monitor its progress. Willow360 provides a simple way to track where your files are in the workflow process:

1. Go to the Dashboard: Return to your main dashboard, where you can see a high-level overview of the workflows and any files you’ve submitted.
2. Check Recent Activity: Willow360 shows the most recent activity for each file you've submitted. You’ll be able to see which steps have been completed and which are still in progress.
3. To-Do List: For workflows that require your action (e.g., approval), you'll be notified through the To-Do List. This ensures that you never miss a step where your input is required.
4. File Status: Each file will have a status, such as In Progress, Awaiting Approval, or Completed. You can click on any file to see a detailed history of the actions that have been taken so far, and what is pending.
5. Notifications: You will also receive notifications whenever a file you’ve added needs attention or when it moves to the next step in the workflow. These notifications can be set up to alert you via email or through the Willow360 app.

Understanding Notifications in Willow360

Notifications play a key role in helping you stay on top of tasks that require your attention, tracking the status of files, and ensuring you don’t miss critical workflow updates.

When Will You Receive Notifications?

As a Willow360 user, you’ll receive notifications at specific points in the workflow, such as:

• Action Required: When a file you’ve submitted reaches a step where your input or approval is needed.
• Task Completion: When a file completes a particular step or the entire workflow.
• Errors or Issues: If there’s an issue with a file in the workflow, such as missing information, or if an action failed.
• Workflow Updates: If the workflow you’re part of has been updated, paused, or restarted by the administrator.

These notifications will appear in your Willow360 interface and can also be delivered via email, depending on how your notifications are set up.

Examples of Notifications

Here are some common types of notifications you might see and what they mean:

1. “Approval Needed: Invoice 123”
   This means that an invoice has been processed up to a certain point in the workflow and now requires your approval to continue. You’ll need to open the workflow and approve or reject the document.
2. “Form Submission Needed: Expense Report”
   This notification is a prompt asking you to fill out a form to start a workflow (such as submitting an expense report). Clicking on this notification will take you to the form, which you can fill in to begin the process.
3. “File Processing Complete: Invoice_123.pdf”
   This notification informs you that a file you added to the workflow has completed all its steps. You can review the file or find it in the designated storage (e.g., Google Drive, OneDrive).
4. “Error: Missing Information in Document Approval Workflow”
   This indicates that something went wrong in the workflow, such as missing required information. Clicking on the notification will provide details about what needs to be addressed so the workflow can proceed.
5. “Your Task Has Been Completed: Employee Onboarding”
   This notification alerts you that a task you submitted, such as an employee onboarding form, has been completed, and no further action is needed from your end.

Managing Notifications

You can manage how you receive notifications by adjusting your settings in Willow360. If you prefer not to receive push alerts, these settings can be customized in your Personal Settings.

Wrapping Up

Willow360 makes managing and automating business processes a breeze by using workflows that handle tasks like approvals, notifications, and file storage. As a user, you can easily access workflows from your dashboard, add files to them, or start workflows that begin with forms. Once the process is underway, tracking the progress of your files is simple, with real-time status updates and notifications to keep you informed.

With Willow360, you’ll save time, reduce errors, and stay organized, letting the software handle the repetitive tasks while you focus on what’s most important.