Introduction to Willow360

Welcome to Willow360, a powerful and flexible platform designed to streamline your document management and workflow processes. Whether you are a small business or a large enterprise, Willow360 gives you the tools to automate document tasks, manage files, and collaborate securely, without needing technical expertise to get started.

What is Willow360?

Willow360 is a document workflow platform that allows you to create, manage, and automate the way documents move through your organisation. It is built around a simple idea: if a person would normally pick up a document, read it, make a decision, and pass it on, Willow360 can automate much of that process.

With Willow360 you can:

Automate repetitive tasks: save time by automating routine steps such as file conversions, approvals, data extraction, and notifications.
Manage documents efficiently: upload, organise, and track documents with a full audit trail of everything that has happened to each file.
Collaborate securely: share documents and workflows with team members and control who can see, use, and edit them.

Key Features

Workflows: create custom workflows to automate your document processes. A workflow is a sequence of actions that runs automatically as each file passes through, pausing only when a person needs to do something.

Actions: choose from a broad library of actions to include in your workflows. These cover document modification (converting to PDF, stamping, watermarking, redacting), signing (WillowSign for legally binding signatures, Simple Sign for internal use), data collection (AI Data, Supply Information, Fill in a Form), approvals, cloud storage uploads, email delivery, and reporting.

AI Data: one of Willow360's most powerful features. AI Data reads the content of a document automatically, answering natural-language questions such as "What is the invoice total?" or "Has this document been signed?" The answers are stored as structured data and can be used to drive decisions, rename files, route documents, and feed reports, all without anyone reading the document manually.

Export Data to CSV: automatically builds a running structured report as files pass through a workflow. Each processed file adds a row to a CSV stored in your chosen cloud location, creating live registers for invoices, expenses, contracts, compliance records, and more.

File Management: upload, track, and manage documents throughout their lifecycle. Every file has a detailed history log recording every action taken, when, and by whom, providing a full audit trail for compliance purposes.

User and Team Management: add and manage users, create teams, and set permissions to control exactly who can access each workflow and at what level.

Cloud Integration: connect Willow360 to SharePoint, OneDrive, Google Drive, and Dropbox. Processed documents can be stored automatically in your chosen cloud location as part of any workflow.

Notifications and Approvals: users receive notifications when a file needs their attention, whether that is an approval decision, a signature, a form to complete, or a custom task. The To-Do List gives each user a clear view of everything waiting for them.

Security and Compliance: Willow360 supports digital certificates to seal documents against tampering, multiple signing methods for internal and external use, and redaction to permanently remove sensitive content before sharing.

Getting Started

Explore the dashboard: your dashboard shows all the workflows you have access to, your recent file activity, and any tasks waiting for your attention.

Create your first workflow: if you are an administrator or workflow creator, click the cog icon in the top right corner and select Workflows from Admin Settings. From here you can create a new workflow, add actions, set permissions, and save it for use.

Upload documents: once a workflow is ready, add documents by dragging them onto the workflow tile or using the upload button.

Monitor progress: track files as they move through your workflow using the job rectangle on the workflow tile. Click into any file to see its full history.

For step-by-step guidance on creating your first workflow, see How to Create Your First Workflow. For an overview of all available actions, see the Actions Overview.

Willow360 is designed to make document processing and workflow automation as seamless and efficient as possible. Start with a simple workflow, experiment with different actions, and discover how Willow360 can transform the way your organisation handles documents.