How to Configure and Use Each Action

Willow360 actions allow you to automate tasks throughout the lifecycle of a document workflow. Each action can be configured to fit your process, whether that involves approvals, signing, gathering information, modifying documents, or distributing completed files. This guide explains how to configure and use each action, grouped by category.

Flow Control Actions

Approve

Configuration

Add the Approve action to your workflow.

Choose one or more approvers.

Set the approval rule:

Any approver can approve (one approval is enough)
All approvers must approve (every approver must approve)

How it works

When the workflow reaches this step, it pauses until an approver responds.

Approvers are notified and can approve or reject from the file view.

If rejected, the workflow follows the rejection outcome configured in the workflow.

Good practice

Use clear step names such as "Manager Approval" or "Compliance Approval".

If using multiple approvers, confirm whether approvals should happen in parallel or as a single group decision.

Custom Task

Configuration

Add the Custom Task action to your workflow.

Define:

Task name
Task description (include clear instructions)
Who needs to complete the task

How it works

The workflow pauses while the task is outstanding.

Assigned users receive a notification and complete the task from the file view.

Once marked complete, the workflow continues automatically.

Good practice

Write task descriptions as instructions someone can follow without extra context.

Include what "done" looks like, for example: "Confirm the customer account has been created and the reference number has been added."

Exit Workflow

Configuration

Add the Exit Workflow action at the point where you want to check whether a file should continue, usually straight after the action that provides the data you want to check, such as AI Data.

Build the exit condition inside the action itself. Exit Workflow does not use the standard condition button. Add one or more expressions comparing metadata with the values that should cause a file to leave, for example Is Invoice = No or Total Amount ≤ 0.

Choose what happens when the file exits:

Exit silently (no message sent), which is the default
Send exit message, which emails the chosen recipients

If sending an exit message, configure:

Send to (prefilled with the user who added the file; you can add organisation users, external addresses, or recipients chosen from metadata)
Subject (prefilled with "The document [File Name] has exited the workflow", up to 200 characters)
Text (the reason the file exited, up to 10,000 characters)

How it works

When a file reaches this action, Willow360 evaluates the exit condition.

If the condition is met, the workflow ends for that file, the file is marked as Completed, and no later actions are performed. The exit message is sent if configured.

If the condition is not met, the action is skipped and the file continues to the next action.

The result is recorded in the File History as either "File exited the workflow" or "Exit Workflow skipped".

Good practice

Place Exit Workflow as early as possible so files that do not belong are stopped before approvals, tasks or document changes take place.

Use a clear AI Data Yes/No question, such as "Is this document an invoice?", to drive the exit condition.

Write exit messages that tell the recipient what to do next, such as which workflow to use instead.

Test with one file that should exit and one that should not, and check the File History for each.

Signing Actions

WillowSign

Configuration

Add the WillowSign action to your workflow.

Add one or more signers.

Configure:

signer details
signing order (if required)
signature placement on the document

How it works

The document is sent to the signer(s) by email.

Signers complete the signing step using the configured signing experience.

When signing is complete, the document is finalised and sealed.

Good practice

Ensure signers' email addresses are correct before testing.

Use consistent signature placement rules so signed documents are uniform.

Simple Sign

Configuration

Add the Simple Sign action to the workflow.

Choose which users are allowed to sign at this step.

Ensure signers have an available signature image configured.

How it works

The workflow pauses until a signer applies their signature.

The signer places the signature onto the document using drag and resize controls.

Once the signature is applied, the workflow continues.

Good practice

Use Simple Sign for internal approvals or low-risk documents.

Avoid Simple Sign where legal proof of signing is required.

Auto Sign

Configuration

Add the Auto Sign action to the workflow.

Upload or select the signature image to apply.

Configure:

page selection
position
scale

How it works

The workflow automatically applies the configured signature without user input.

The document continues to the next step immediately after the signature is added.

Good practice

Only use Auto Sign where the process is already authorised.

Always test placement and scaling to ensure the signature appears correctly on the final document.

Digital Certificate

Configuration

Add the Digital Certificate action.

Choose the certificate option (depending on what is available in your environment):

Willow360 certificate
a specific certificate file
a personal certificate

If uploading a certificate, provide the certificate password where required.

How it works

The certificate is applied to the document.

This provides tamper evidence and supports authenticity validation.

Good practice

Apply certificates at the end of a workflow once the document is final.

Do not certificate documents that will later be edited, merged, or stamped unless your process requires it.

Data Collection Actions

Fill in a Form

Configuration

Add Fill in a Form as the first action in the workflow.

Configure the form fields required, such as:

text inputs
numbers
email address fields
list selections

Add field labels and user instructions to guide completion.

How it works

The workflow is started by a user completing the form.

Willow360 generates a PDF using the submitted data.

The generated document then continues through the workflow.

Good practice

Keep forms short and focused, especially for customer-facing workflows.

Use clear names and guidance for required fields to avoid incomplete submissions.

Supply Information

Configuration

Add the Supply Information action at the point where extra information is needed.

Configure the required form fields.

Select who can provide the information.

How it works

The workflow pauses until the required information is provided.

The assigned user is notified and completes the form from the file view.

Once submitted, the workflow continues.

Good practice

Use this action when information is needed later in the process, not at the start.

Ensure the requested fields match what later actions require, such as file naming, export destinations, or email recipients.

AI Data

Configuration

Add the AI Data action at the point where you want data extracted from the document.

For each piece of information you want to capture, add a data field and configure:

Data Name (how the field will be referenced in later actions)
AI Query (a clear, specific question such as "What is the invoice total?")
Data Type (Text, Number, Email, Date, or Yes/No)

Select who should supply any missing information if the AI cannot read a field.

Optionally enable Always manually check data if you want a person to review all extracted values before the workflow continues, even when all fields were read successfully.

Upload a test document and use the built-in query testing tools to refine your questions before going live.

How it works

When a file reaches this step, Willow360 uses OCR combined with AI to read the document and answer each configured query automatically.

If all fields are extracted successfully, the workflow continues without any manual input.

If any field cannot be read, the configured person is notified and asked to supply the missing values before the workflow moves on.

All extracted data is available for use in any subsequent action.

Good practice

Write queries as plain, specific questions. One query per piece of information.

Use the built-in templates (Invoice, Contract, ID Document, Receipt, and others) as a starting point and adjust to match your documents.

Test with a representative real document before deploying the workflow.

External Data

Configuration

Add the External Data action to the workflow.

Upload an example XML file so Willow360 can identify the expected structure and metadata fields.

How it works

Willow360 reads XML metadata and makes it available for use in later actions.

If required fields are missing, the workflow can prompt users to provide them.

Good practice

Use consistent XML structures across systems to reduce mapping issues.

Validate the external metadata early in the workflow if later steps depend on it.

Document Modification Actions

Convert to PDF

Configuration

Add Convert to PDF to your workflow.

How it works

Documents are automatically converted into PDF format for consistent handling and output.

Good practice

Use PDF conversion before signing, stamping, watermarking, or final distribution.

Stamp

Configuration

Add the Stamp action.

Configure:

stamp content (text or image)
position
scale
which pages to apply the stamp to

How it works

The stamp is applied automatically to the document.

Good practice

Standardise stamp formats across workflows to maintain consistency.

Include dates or step names where helpful, for example "Approved on {date}".

Watermark

Configuration

Add the Watermark action.

Set:

watermark text or image
transparency settings
placement or layout

How it works

A watermark is applied across pages as a background overlay.

Good practice

Use watermarking for "Draft", "Confidential", or "Internal Use".

Ensure watermark visibility does not obstruct key content.

Highlight

Configuration

Add the Highlight action.

Enter the phrase(s) to be highlighted.

Select the highlight colour.

How it works

Matching phrases are highlighted within the document.

Good practice

Use highlighting carefully, especially in customer-facing documents.

Confirm phrase matching behaviour if the document layout varies.

Redact

Configuration

Add the Redact action.

Define the phrase(s) or content rules to redact.

How it works

Redactions are applied to the document to obscure sensitive information.

Good practice

Always verify redacted outputs before external sharing.

Use consistent redaction rules for personal data and regulated information.

Add Text to Document

Configuration

Add the Add Text to Document action.

Configure:

Position, choosing whether the new pages are inserted before or after the existing document
Text, composed in the rich-text editor using headings, bold, italic, underline and page breaks

Insert metadata tokens anywhere in the text to personalise it for each file. Use Add All to insert every field from a chosen metadata source in one step.

How it works

Willow360 generates one or more new pages from the configured text, resolving each metadata token to its value for the current file.

The new pages are inserted before or after the existing document. The original pages are never changed.

Good practice

Keep inserted pages short and well structured, such as a cover sheet or a brief processing summary.

Place the action after the steps that produce the metadata you want to include, such as AI Data, Approve or Fill in a Form.

To add both an opening page and a closing summary, use two Add Text to Document actions, one set to before and one set to after.

Rename

Configuration

Add the Rename action.

Define the new document name.

Use variables or workflow metadata where supported (for example values captured from forms).

How it works

The file name updates automatically based on your rules.

Good practice

Choose naming formats that are easy to search and sort.

Include references such as customer name, document type, and date where appropriate.

Document Rearrangement Actions

Merge

Configuration

Add the Merge action.

Specify the output name of the merged document.

How it works

Multiple documents are combined into a single file.

Good practice

Merge after all individual documents are complete and approved.

Confirm the merge order matches your intended document pack layout.

Split

Configuration

Add the Split action.

Set how splitting should occur, such as:

number of pages per document
split points or defined criteria

How it works

The document is separated into multiple files.

Good practice

Use split for batch scanning or multi-document uploads.

Apply renaming after splitting to maintain clear file names.

Create Booklet

Configuration

Add the Create Booklet action.

Configure the booklet page order and layout rules.

How it works

Pages are reordered into booklet format for printing.

Good practice

Confirm the workflow output is intended for print, not digital viewing.

Validate page order using a short test document first.

Divide Booklet

Add Secure Email.

Configure:

recipients
subject
email body text

How it works

The email is sent with a secure access link to the document rather than attaching the file.

Good practice

Use Secure Email for external recipients and sensitive documents.

Include clear guidance in the email body, such as how long the link will remain valid if expiry rules apply.

System Email

Configuration

Add System Email.

Configure:

recipients
subject
email body text

How it works

The document is sent as an email attachment.

Good practice

Use System Email for internal distribution where attachments are acceptable.

Use Secure Email when documents contain personal or confidential data.

Export Data to CSV

Configuration

Add the Export Data to CSV action.

Configure:

File Name for the CSV output (this can include dynamic metadata variables such as month or year to group records automatically)
CSV Columns, selecting which metadata values to include as columns in the report
Upload Location, choosing the cloud destination for the CSV file (SharePoint, OneDrive, Google Drive, or Dropbox)

How it works

Each time a file completes this action, a new row is appended to the CSV report at the configured location.

If the named file does not yet exist, Willow360 creates it. If it already exists, the new row is added to it.

Dynamic file names mean records are automatically grouped, for example a separate file per month or per year, without any manual intervention.

Good practice

Use dynamic file naming to keep reports manageable and time-bounded.

Pair this action with AI Data earlier in the workflow to extract document values automatically and record them without any manual re-keying.

Use column names that will be meaningful to whoever receives or processes the report.

Compliance Report

Configuration

Add the Compliance Report action.

Configure:

File Name for the report (this can include dynamic metadata variables, such as the original file name, an invoice number or a date)
Report Format, choosing PDF for people to read or JSON for other systems to consume
Upload Location, choosing the cloud destination for the report (SharePoint, OneDrive, Google Drive, or Dropbox)

How it works

Willow360 compiles a processing-history report for the file covering document details, extracted data, the people involved, a timeline of events, decision evidence, output locations and verification information.

The report is uploaded to the configured location as a separate file. The document itself is not changed, and it continues through the workflow as normal.

Good practice

Place Compliance Report towards the end of the workflow, after approvals and signing, so the report captures as much of the document's journey as possible.

Store reports in a clearly named, access-controlled folder kept separate from working documents.

Use two Compliance Report actions if you need both a PDF for people and a JSON file for another system.

Summary

By combining Willow360 actions, you can create workflows that reduce manual work while improving consistency, compliance, and delivery speed.

To get the best results:

keep workflows simple and readable
only collect data when you need it
test each step with sample documents
standardise naming, stamping, and export rules across similar workflows