How to Create Your First Workflow

Follow these steps to set up your first workflow:

Step 1: Access the Workflow Creation Interface

1. Log In: Start by logging into your Willow360 account.
2. Navigate to Workflows: From the dashboard, click on  and select “Workflows”.

Step 2: Start a New Workflow

1. Create New Workflow: Click on the “Create Workflow” button. This will open the workflow creation interface.
2. Name Your Workflow: Enter a unique and descriptive name for your workflow. This will help you identify it later.

Step 3: Add Actions to Your Workflow

1. Add Actions: Click on the “+” icon to add actions to your workflow. Actions are the building blocks of your workflow and define what will happen to the documents you process.
2. Choose Actions: Select from a variety of actions such as Split, Merge, Convert to PDF, Stamp, and more. Each action has specific settings that you can configure. 
   • Example Actions: 
     • Split: Automatically split a document into multiple files based on specified criteria.
     • Merge: Combine multiple documents into a single file.
     • Convert to PDF: Convert documents to PDF format.
     • Stamp: Add a stamp or watermark to your documents.

Step 4: Configure Each Action

1. Set Parameters: For each action you add, configure the necessary parameters. For example, if you add a “Split” action, specify the number of pages per split.
2. Order of Actions: Arrange the actions in the order you want them to be executed. You can drag and drop actions to reorder them.

Step 5: Export Files

1. Where will the file go? Willow360 does not permanently store files. When the files have been processed you should store the results elsewhere. This means placing them on a cloud drive or sending by email.

Step 6: Define Workflow Permissions

1. Set Permissions: Determine who can use, see, and edit the workflow. You can assign permissions to individual users, teams, or everyone in your organization.
2. Add Users and Teams: Specify which users or teams can perform actions within the workflow, such as approvals or custom tasks.

Step 7: Save and Activate Your Workflow

1. Save Workflow: Once you have configured all actions and permissions, click the “Save” button to save your workflow.
2. Activate Workflow: If you are ready to start using the workflow, make sure it is activated. You can activate or deactivate workflows as needed.

Step 8: Test Your Workflow

1. Upload Documents: Add documents to your workflow to test it. You can upload files directly to the workflow or use the drag-and-drop feature.
2. Monitor Progress: Track the progress of your documents through the workflow. Check for any errors or issues and make adjustments as needed.

Tips for Creating Effective Workflows

• Start Simple: Begin with a basic workflow and gradually add more actions as you become familiar with the system.
• Use Metadata: Leverage metadata to automate and customize actions based on document properties.
• Collaborate: Involve team members in the workflow creation process to ensure it meets everyone’s needs.
• Review and Optimize: Regularly review your workflows and make improvements to enhance efficiency and effectiveness.

By following these steps, you’ll be able to create your first workflow in Willow360 and start automating your document management processes. Explore the various actions and configurations to tailor workflows to your specific needs and streamline your operations.