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What’s New in Willow360 v2.0: Conditional Actions for smarter workflows
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Examples of Common Workflows

Creating effective workflows in Willow360 can greatly enhance your document management and automation processes. Here are some examples of common workflows to help you get started.

1. Document Approval Workflow

Objective: Automate the document approval process to ensure timely reviews and approvals.

Steps:

  1. Upload Document: Users upload documents to the workflow.
  2. Convert to PDF: Automatically convert the document to PDF format.
  3. Approve: Send the document to designated approvers for review. 
    • Configuration: Add the Approve action and specify the approvers. Set the option for all approvers to approve or any one approver.
  4. Stamp: Apply an “Approved” stamp to the document once it is approved. 
    • Configuration: Add the Stamp action, configure the stamp text, position, and pages.
  5. Upload to SharePoint: Upload the approved document to a SharePoint folder. 
    • Configuration: Add the Upload to SharePoint action and specify the destination folder.

Use Case: Ideal for managing internal document approvals, such as policy updates, contracts, and project proposals.

2. Invoice Processing Workflow

Objective: Streamline the processing of incoming invoices to ensure accurate and timely payments.

Steps:

  1. Upload Invoice: Users upload invoices to the workflow.
  2. Extract Data: Use OCR (Optical Character Recognition) to extract key data from the invoice. 
    • Configuration: Add the External Data action and configure it to read metadata from the invoice using products such as uMango.
  3. Supply Information: Prompt users to verify and supply any missing information. 
    • Configuration: Add the Supply Information action and configure the form inputs (e.g., Invoice Number, Total Amount).
  4. Approve: Send the invoice to the finance team for approval. 
    • Configuration: Add the Approve action and specify the approvers.
  5. Upload to OneDrive: Upload the approved invoice to a OneDrive folder. 
    • Configuration: Add the Upload to OneDrive action and specify the destination folder.
  6. System Email: Send a notification email to the vendor confirming receipt and processing of the invoice. 
    • Configuration: Add the System Email action and configure the recipients, subject, and email text.

Use Case: Suitable for automating the accounts payable process, ensuring invoices are processed efficiently and accurately.

3. Employee Onboarding Workflow

Objective: Automate the onboarding process for new employees to ensure a smooth and efficient experience.

Steps:

  1. Fill in a Form: HR fills in a form with the new employee’s details. 
    • Configuration: Add the Fill in a Form action and configure the form inputs (e.g., Name, Start Date, Department).
  2. Create Welcome Packet: Generate a welcome packet PDF from the form data. 
    • Configuration: Automatically done by the Fill in a Form action.
  3. Custom Task: Assign tasks to various departments (e.g., IT, Facilities) to prepare for the new employee’s arrival. 
    • Configuration: Add the Custom Task action and specify the tasks and performers.
  4. Approve: Send the welcome packet to the new employee’s manager for approval. 
    • Configuration: Add the Approve action and specify the approvers.
  5. Upload to Google Drive: Upload the approved welcome packet to a Google Drive folder. 
    • Configuration: Add the Upload to Google Drive action and specify the destination folder.
  6. Secure Email: Send a secure email to the new employee with the welcome packet and onboarding instructions. 
    • Configuration: Add the Secure Email action and configure the recipients, subject, and email text.

Use Case: Ideal for ensuring all necessary steps are completed for new hires, providing a consistent and organized onboarding experience.

4. Contract Management Workflow

Objective: Automate the creation, review, and approval of contracts to ensure compliance and efficiency.

Steps:

  1. Upload Contract: Users upload draft contracts to the workflow.
  2. Convert to PDF: Automatically convert the contract to PDF format. 
    • Configuration: Add the Convert to PDF action.
  3. WillowSign: Send the contract for electronic signatures. 
    • Configuration: Add the WillowSign action and configure the signers.
  4. Approve: Send the signed contract to the legal team for final approval. 
    • Configuration: Add the Approve action and specify the approvers.
  5. Stamp: Apply a “Finalized” stamp to the contract once it is approved. 
    • Configuration: Add the Stamp action, configure the stamp text, position, and pages.
  6. Upload to Dropbox: Upload the finalized contract to a Dropbox folder. 
    • Configuration: Add the Upload to Dropbox action and specify the destination folder.

Use Case: Suitable for managing the entire lifecycle of contracts, from drafting to final approval and storage.

5. Marketing Campaign Workflow

Objective: Streamline the creation, review, and approval of marketing materials to ensure timely and consistent campaigns.

Steps:

  1. Upload Materials: Users upload marketing materials (e.g., brochures, flyers) to the workflow.
  2. Convert to PDF: Automatically convert the materials to PDF format. 
    • Configuration: Add the Convert to PDF action.
  3. Highlight: Highlight key information in the materials for review. 
    • Configuration: Add the Highlight action and specify the phrases and highlight color.
  4. Approve: Send the materials to the marketing team for review and approval. 
    • Configuration: Add the Approve action and specify the approvers.
  5. Watermark: Apply a “Approved for Distribution” watermark to the materials. 
    • Configuration: Add the Watermark action, configure the watermark text, transparency, and position.
  6. Upload to SharePoint: Upload the approved materials to a SharePoint folder. 
    • Configuration: Add the Upload to SharePoint action and specify the destination folder.
  7. System Email: Send an email to the distribution list with the approved materials. 
    • Configuration: Add the System Email action and configure the recipients, subject, and email text.

Use Case: Ideal for ensuring marketing materials are reviewed, approved, and distributed efficiently and consistently.

These examples demonstrate how you can leverage Willow360’s powerful actions to create workflows that automate and streamline various business processes. Customize these workflows to fit your specific needs and improve your document management and automation capabilities.

 

 

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