Basic Navigation and Features

The Dashboard

The Dashboard is your central hub in Willow360 and the first screen you see when you sign in.

Files Tile: Located at the top left, this tile shows your recently added files and any files sitting in your inboxes that have not yet been assigned to a workflow.

Workflow Tiles: Each workflow you have access to is displayed as a tile. Tiles show the workflow's action sequence, the progress of any jobs you have running, and notifications for tasks that require your attention. You can mark workflows as favourites to make them easier to find, and filter your view by category.

Header Bar: The top right of the screen contains the bell icon for notifications and your account menu for signing out and accessing personal settings. If you are an administrator, workflow creator, or have been given edit access to a workflow, you will also see the cog icon here, which takes you to Admin Settings.

Workflows

Workflows are the core of Willow360. Each workflow is a sequence of actions that processes documents automatically, pausing only when a manual step, such as an approval or signature, is required.

Each workflow is represented by a tile on the dashboard. You can add files to a workflow by dragging them onto the tile or using the upload button. Once added, files move through the workflow actions in order, and a job rectangle on the tile lets you track their progress.

To create or edit workflows, click the cog icon in the top right corner and select Workflows from Admin Settings. This area is available to administrators, workflow creators, and users who have been granted Can Edit permission on at least one workflow.

Jobs

A job is a group of files added to a workflow at the same time. When you add files to a workflow, a job rectangle appears on the workflow tile showing the progress of those files. You can click the rectangle to see more detail. Only your own jobs are visible to you on the tile, though users with broader permissions can view all files in the workflow's detailed view.

Inboxes

Inboxes are holding areas for files that have not yet been assigned to a workflow. There are three types:

• Personal Inbox: visible only to you. Use it to stage files before sending them to a workflow.
• Team Inbox: shared with your team members, useful for collaborative file handling.
• General Inbox: accessible to all users in the organisation.

Each inbox has its own email address, so files can be sent directly to an inbox by email without logging in.

Notifications and To-Do List

The bell icon in the top right corner shows notifications for tasks that need your attention, such as documents waiting for your approval, a signing step, a custom task, or a form to complete.

Clicking a notification takes you directly to the relevant file so you can act on it. Your full To-Do List is also accessible from within each workflow's detailed view, and tasks can be completed in bulk where the action type supports it.

Adding Files to Willow360

Files can be added to Willow360 in several ways:

• Uploaded directly to an inbox or workflow tile by dragging and dropping or using the upload button.
• Emailed to a workflow or inbox email address.
• Scanned and forwarded using the Collector application.
• Created by Willow360 itself using the Fill in a Form action, which generates a PDF from submitted form data.

File History

Every file processed in Willow360 has a detailed history log showing every action taken, when it happened, and who was involved. This provides a full audit trail for compliance purposes and makes it straightforward to investigate what happened if a file does not behave as expected.

Actions

Actions are the building blocks of workflows. Some run automatically without any user involvement, such as converting a document to PDF, applying a stamp, or uploading to a cloud drive. Others are manual and pause the workflow until a user responds, such as approvals, signing steps, and form completion.

Willow360 also includes the AI Data action, which uses OCR combined with AI to read information directly from document content. This allows workflows to extract invoice totals, detect signatures, capture names and dates, and make routing decisions based on what is actually in the document, without anyone having to read it manually.

Cloud Integration

Willow360 integrates with SharePoint, OneDrive, Google Drive, and Dropbox. You can configure workflows to upload processed documents directly to any of these services. Cloud credentials are stored securely per user and, once connected, uploads happen automatically without any further sign-in prompts.

Security and Compliance

Willow360 includes several features to support document security and compliance.

Digital Certificates: apply a digital certificate to a document to seal it against tampering. The certificate confirms who processed the document and that it has not been altered since.

Signatures: Willow360 supports multiple signing methods. Simple Sign allows internal users to place a stored signature image on a document. WillowSign provides legally binding electronic signing through the SignWell service, supporting both internal and external signers.

Redaction: permanently obscures sensitive content in documents before they are shared or archived.

File History: the detailed audit trail for every file supports compliance reporting and investigation.

User and Team Management

Administrators manage users and teams from Admin Settings. Users can be assigned one of three roles: Administrator, Workflow Creator, or Regular User. Teams can be created to make it easier to assign workflow permissions to groups of people rather than individuals.

Workflow permissions have three levels: Can use workflow, Can see all files, and Can edit workflow. These can be assigned to individuals, teams, or everyone in the organisation.

Personal Settings

Each user can manage their own settings by clicking their name in the top right corner. Personal settings include name and password, preferred language, push notification preferences, and stored credentials for connected cloud services.