Examples of Common Workflows
1. Document Approval Workflow
Objective: Automate the document approval process to ensure timely reviews and approvals.
Steps:
Upload Document: Users upload documents to the workflow.
Convert to PDF: Automatically convert the document to PDF format.
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.
Stamp: Apply an "Approved" stamp to the document once it is approved.
Configuration: Add the Stamp action, configure the stamp text, position, and pages.
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:
Upload Invoice: Users upload invoices to the workflow.
Extract Data: Use AI Data to automatically read key information from the invoice.
Configuration: Add the AI Data action and configure fields for the data you need to capture, such as Invoice Number, Supplier Name, and Total Amount. Write a clear natural-language query for each field. If any field cannot be read automatically, the configured user will be prompted to supply the missing value.
Approve: Send the invoice to the finance team for approval.
Configuration: Add the Approve action and specify the approvers.
Upload to OneDrive: Upload the approved invoice to a OneDrive folder.
Configuration: Add the Upload to OneDrive action and specify the destination folder.
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:
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).
Create Welcome Packet: Generate a welcome packet PDF from the form data.
Configuration: Automatically done by the Fill in a Form action.
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.
Approve: Send the welcome packet to the new employee's manager for approval.
Configuration: Add the Approve action and specify the approvers.
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.
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 organised onboarding experience.
4. Contract Management Workflow
Objective: Automate the creation, review, and approval of contracts to ensure compliance and efficiency.
Steps:
Upload Contract: Users upload draft contracts to the workflow.
Convert to PDF: Automatically convert the contract to PDF format.
Configuration: Add the Convert to PDF action.
WillowSign: Send the contract for electronic signatures.
Configuration: Add the WillowSign action and configure the signers.
Approve: Send the signed contract to the legal team for final approval.
Configuration: Add the Approve action and specify the approvers.
Stamp: Apply a "Finalised" stamp to the contract once it is approved.
Configuration: Add the Stamp action, configure the stamp text, position, and pages.
Upload to Dropbox: Upload the finalised 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:
Upload Materials: Users upload marketing materials (e.g., brochures, flyers) to the workflow.
Convert to PDF: Automatically convert the materials to PDF format.
Configuration: Add the Convert to PDF action.
Highlight: Highlight key information in the materials for review.
Configuration: Add the Highlight action and specify the phrases and highlight colour.
Approve: Send the materials to the marketing team for review and approval.
Configuration: Add the Approve action and specify the approvers.
Watermark: Apply an "Approved for Distribution" watermark to the materials.
Configuration: Add the Watermark action, configure the watermark text, transparency, and position.
Upload to SharePoint: Upload the approved materials to a SharePoint folder.
Configuration: Add the Upload to SharePoint action and specify the destination folder.
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.
6. Automated Data Reporting Workflow
Objective: Automatically extract data from processed documents and build a structured, up-to-date report without any manual re-keying.
Steps:
Upload Document: Users upload documents to the workflow (for example invoices, expense claims, or submission forms).
AI Data: Automatically read key information from each document.
Configuration: Add the AI Data action and configure a field for each value you want to capture, such as document date, reference number, total amount, or supplier name. Write a specific natural-language query for each field. If any value cannot be read automatically, the configured user will be prompted to supply it before the workflow continues.
Export Data to CSV: Record the extracted values into a shared CSV report.
Configuration: Add the Export Data to CSV action. Set the file name, using dynamic metadata variables such as month or year to group records automatically into separate files. Configure the CSV columns to include the fields captured by AI Data. Select the cloud destination for the report (SharePoint, OneDrive, Google Drive, or Dropbox).
Upload to SharePoint (optional): Upload the processed document to its archive location.
Configuration: Add the Upload to SharePoint action and specify the destination folder.
Use Case: Ideal for any process where information currently has to be read from documents and re-entered into a spreadsheet manually. Common examples include invoice registers, expense summaries, contract registers, and compliance audit records. Each document processed by the workflow adds a new row to the report automatically, keeping it current without any additional effort.
These examples demonstrate how you can combine Willow360 actions to create workflows that automate and streamline a wide range of business processes. Customise these workflows to fit your specific needs and improve your document management and automation capabilities.