How to Configure and Use Each Action
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.”
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.
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.
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
Configuration
Add the Divide Booklet action.
How it works
Converts booklet-formatted output back into standard page order.
Good practice
Use this action when you need to undo booklet formatting before exporting or sharing.
Export and Distribution Actions
Upload to SharePoint
Configuration
Add Upload to SharePoint.
Select the destination folder or document library.
How it works
The document is uploaded to the configured SharePoint location.
Good practice
Ensure users have permission to access the chosen destination.
Use Rename before uploading to keep folder structures tidy.
Upload to OneDrive
Configuration
Add Upload to OneDrive.
Select the destination folder.
How it works
The document uploads automatically to OneDrive.
Good practice
Use OneDrive uploads for individual ownership or personal automation.
Use SharePoint instead for shared team access where needed.
Upload to Google Drive
Configuration
Add Upload to Google Drive.
Choose the destination folder.
How it works
The document is uploaded into Google Drive.
Good practice
Confirm whether uploads should go to My Drive or a shared drive location.
Use consistent folder structures for easy retrieval.
Upload to Dropbox
Configuration
Add Upload to Dropbox.
Select the destination folder.
How it works
The document uploads automatically to Dropbox.
Good practice
Ensure folder permissions align with your sharing requirements.
Use Secure Email instead of Dropbox links when access control is required.
Secure Email
Configuration
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.
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
If you want, I can also rewrite this as a shorter “quick setup guide” that is easier for new users to follow, and move the detail into an “advanced configuration” section.