Overview of Available Actions

Actions are the building blocks of workflows. Each one performs a specific task such as requesting approval, collecting information, applying document changes, or distributing files securely.

Below is an overview of the available actions, grouped by category.

Flow Control Actions

These actions guide workflow progression and introduce structured manual intervention when required.

Approve

What it does:
Pauses the workflow until a nominated approver reviews the document and confirms approval.

Common uses:
Document review stages, compliance sign-off, expense and purchase approvals.

Custom Task

What it does:
Creates a manual task that must be completed before the workflow can continue.

Common uses:
Data checks, human validation, physical handling steps, updating external systems.

Signing Actions

Willow360 supports multiple signing methods depending on whether you require legal signing, internal acknowledgement, or automated signature placement.

WillowSign

What it does:
Enables legally binding electronic signing via SignWell, with signing activity tracked and recorded.

Common uses:
Contracts, agreements, onboarding documents, customer authorisations.

Simple Sign

What it does:
Allows a user to place a wet signature style image onto the document, with drag-and-drop positioning.

Common uses:
Internal forms, informal sign-off, low-risk documentation.

Auto Sign

What it does:
Automatically applies a pre-configured signature image without user input.

Common uses:
Routine approvals, standard signatory processes, repetitive internal documents.

Digital Certificate

What it does:
Applies a digital certificate to confirm document authenticity and integrity.

Common uses:
Tamper-evident outputs, compliance workflows, sensitive or regulated documents.

Data Collection Actions

These actions capture user input or external metadata to support automation and decision-making.

Fill in a Form

What it does:
Starts a workflow by capturing form input and generating a PDF document from the submitted data.

Common uses:
Applications, requests, surveys, onboarding forms, internal service requests.

Supply Information

What it does:
Prompts a user to complete a form partway through a workflow, storing the input for later steps.

Common uses:
Collecting missing details, adding references, capturing confirmation details.

External Data

What it does:
Uses XML-formatted metadata provided by external services or connected devices to drive workflow actions.

Common uses:
Integration with third-party systems, automated classification, device-driven input.

Document Modification Actions

These actions update the content or metadata of documents during processing.

Convert to PDF

What it does:
Converts incoming documents into PDF format for consistent handling and output.

Common uses:
Standardising formats, preparing for signing, archiving.

Stamp

What it does:
Adds text or an image stamp to a document (for example APPROVED, RECEIVED, or a date stamp).

Common uses:
Approval marking, processing indicators, branding or reference labels.

Watermark

What it does:
Adds a transparent text or image watermark across the document.

Common uses:
Confidential markings, draft status, internal-use notices, branding.

Highlight

What it does:
Highlights selected text using a background colour.

Common uses:
Drawing attention to key clauses, marking fields or important information.

Redact

What it does:
Permanently obscures selected content using a redaction block.

Common uses:
Removing sensitive data (for example personal data), GDPR compliance, safe sharing.

Rename

What it does:
Changes a document name automatically based on defined rules or values.

Common uses:
Standardised file naming, categorisation, auto-labelling for storage systems.

Document Rearrangement Actions

These actions restructure documents for bundling, printing, or formatting.

Merge

What it does:
Combines multiple documents into one file.

Common uses:
Creating document packs, joining appendices, bundling related outputs.

Split

What it does:
Splits a single document into multiple files based on rules or page ranges.

Common uses:
Separating batch scans, dividing multi-section documents.

Create Booklet

What it does:
Reorders pages into booklet format for print-ready output.

Common uses:
Booklet printing, multi-page handouts, folded document layouts.

Divide Booklet

What it does:
Converts a booklet-formatted document back into standard page order.

Common uses:
Reverting print layouts to normal format for digital sharing or archiving.

Export and Distribution Actions

These actions deliver documents to storage platforms or send them securely to recipients.

Upload to SharePoint

What it does:
Uploads documents directly to SharePoint cloud storage.

Common uses:
Department filing, controlled sharing, Microsoft 365 environments.

Upload to OneDrive

What it does:
Uploads documents to OneDrive cloud storage.

Common uses:
Personal storage, team access, Microsoft 365 integration.

Upload to Google Drive

What it does:
Uploads documents into Google Drive.

Common uses:
Google Workspace organisations, shared drive filing.

Upload to Dropbox

What it does:
Uploads documents to Dropbox storage.

Common uses:
Dropbox-based businesses, external file collaboration.

Secure Email

What it does:
Sends recipients a secure access link to the document instead of attaching the file directly.

Common uses:
External delivery, sensitive documents, access-controlled sharing.

System Email

What it does:
Sends documents as traditional email attachments.

Common uses:
Internal distribution, routine communication, simple document delivery.

Summary

Willow360 actions give you the flexibility to build workflows that can:

capture information at the right stage

automate document modification and formatting

handle approvals and signature stages

deliver documents securely to systems and users

By combining actions, you can create efficient document workflows that reduce manual work, improve consistency, and strengthen compliance.