Streamlining Your Business with Willow360: Simple Workflow Examples

Workflow 1: Invoice Approval and Archival

Pain Point: Approving invoices manually can lead to delays, errors, and loss of important documents. Departments often need a way to streamline the approval process while ensuring proper documentation is stored in an organised manner.

Workflow Configuration:

Upload Invoice: The workflow starts by uploading the invoice to Willow360.

AI Data: Willow360 automatically reads key information from the invoice, such as the invoice number, supplier name, and total amount, using OCR combined with AI. No manual data entry is required.

Approval Action: The workflow sends the invoice to the finance team for approval. Once approval is granted, the document is stamped with a digital "Approved" mark.

Store in Google Drive: After approval, the system automatically saves the stamped invoice in a designated Google Drive folder, organised by date or project code.

Email Notification: An automatic email is sent to the responsible team, notifying them that the invoice has been approved and stored.

Export Data to CSV: Each processed invoice adds a row to a running report stored in your chosen cloud location, building a payment-ready register automatically.

How it Helps:

• Automation of the approval process saves time.
• AI-driven data extraction removes manual re-keying and reduces errors.
• Ensures compliance with proper documentation.
• Minimises errors and avoids lost invoices with automatic file storage.
• Increases visibility with real-time notifications.

Workflow 2: Employee Onboarding Form Processing

Pain Point: Collecting and processing employee onboarding information often involves back-and-forth communication, causing delays. Manual entry can also lead to data inconsistencies.

Workflow Configuration:

Fill in a Form: When a new employee joins, the HR department uses the Fill in a Form action to collect personal details such as name, address, contact information, and other required information. Willow360 automatically converts the submitted data into a properly formatted PDF.

Upload to HR Drive: Once the form is completed, the generated document is saved in the HR department's shared OneDrive folder.

Custom Task: The workflow assigns a task to the IT department to set up the new employee's credentials and access permissions. IT receives a notification and the workflow pauses until the task is marked as complete.

How it Helps:

• Reduces manual data entry, ensuring consistency in information collected.
• Automatically creates a standardised document from form data.
• Ensures task accountability by formally assigning and tracking the IT setup step.

Workflow 3: Document Review and Redaction for Legal Compliance

Pain Point: Legal teams often need to review documents for sensitive information and redact confidential details before sharing files with external stakeholders. This process is typically time-consuming and prone to mistakes.

Workflow Configuration:

Upload Document: The legal team uploads the document needing review.

Highlight Sensitive Information: Willow360 automatically identifies and highlights specific phrases or keywords (such as names or confidential reference numbers) based on pre-configured parameters.

Redact Action: The Redact action is applied, permanently covering sensitive information with black rectangles to ensure the data cannot be viewed or copied.

Send Secure Email: The redacted document is securely emailed to external recipients, with access managed through Willow360's Secure Email feature.

How it Helps:

• Speeds up the document review process.
• Ensures confidentiality by automatically redacting sensitive data.
• Improves security with controlled access links for external users.

Workflow 4: Client Contract Signing and Distribution

Pain Point: Contract signing can be a long process involving several stakeholders, with documents needing to be signed, tracked, and securely stored. Delays in signing often lead to stalled projects.

Workflow Configuration:

Upload Contract: The contract is uploaded to Willow360.

WillowSign Action: The contract is sent to designated signers for legally binding electronic signing via WillowSign. Each signer receives an email with a link to sign the document. Once all required signatures are collected, the document is sealed with a digital certificate confirming the signing process is complete.

Document Distribution: The signed contract is uploaded to a shared Dropbox folder and automatically distributed to the necessary teams via email.

Archive Signed Contract: The fully signed document is stored in the client project folder in SharePoint for future reference.

How it Helps:

• Shortens contract approval times by automating the signing process.
• Provides legally binding, trackable electronic signatures.
• Improves traceability by archiving documents automatically.

Workflow 5: Expense Reporting and Approval

Pain Point: Managing expense reports can be cumbersome, with manual tracking and approvals often leading to delays and loss of financial data integrity.

Workflow Configuration:

Fill in Expense Report: Employees fill out their expense reports through a form on Willow360, entering details such as date, amount, and purpose of each expense. Willow360 generates a PDF from the submitted data.

Expense Approval: The report is routed to the appropriate manager for approval. The manager either approves or rejects the report, with the option to add notes.

Convert to PDF and Archive: If approved, the report is stamped with an "Approved" seal and saved to a dedicated expense report folder on Google Drive.

Export Data to CSV: Each approved report automatically adds a row to a running expense summary stored in your chosen cloud location, giving the accounting team an up-to-date record without any manual compilation.

Email Notification to Accounting: Once approved, an automatic notification is sent to the accounting department with a link to the report.

How it Helps:

• Automates approvals, speeding up the reporting process.
• Ensures accuracy by standardising expense submission and approval.
• Centralises documentation, reducing the risk of misfiled reports.
• Builds a running expense register automatically, ready for payment processing.

Conclusion

With Willow360, creating custom workflows for everyday business tasks becomes simple and powerful. These workflows streamline approvals, automate document handling, ensure compliance, and reduce the risk of errors. Whether your organisation needs to handle invoices, manage employee data, or redact sensitive information, Willow360 provides an intuitive platform for boosting efficiency and solving common pain points in business processes.