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 organized manner.

Workflow Configuration:

1. Upload Invoice: The workflow starts by uploading the invoice to Willow360.
2. Approval Action: The workflow sends the invoice to the finance team for approval. Once the approval is granted, the document is stamped with a digital "Approved" mark.
3. Store in Google Drive: After approval, the system automatically saves the stamped invoice in a designated Google Drive folder, organized by date or project code.
4. Email Notification: An automatic email is sent to the responsible team, notifying them that the invoice has been approved and stored.

How it Helps:

• Automation of the approval process saves time.
• Ensures compliance with proper documentation.
• Minimizes 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:

1. Fill in a Form: When a new employee joins, the HR department sends them a form through Willow360. The new hire fills in personal details such as name, address, contact info, and other necessary details.
2. Generate PDF: Willow360 automatically converts the form data into a properly formatted PDF.
3. Upload to HR Drive: Once the form is completed and converted, it's saved in the HR department's shared OneDrive folder.
4. Notification to IT: The workflow triggers a notification to the IT department to set up the new employee's credentials and access permissions.

How it Helps:

• Reduces manual data entry, ensuring consistency in information collected.
• Automatically creates a standardized document from form data.
• Ensures task accountability by notifying IT when their input is needed.

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:

1. Upload Document: The legal team uploads the document needing review.
2. Highlight Sensitive Information: Willow360 automatically identifies and highlights specific phrases or keywords (like names or confidential numbers) based on pre-set parameters.
3. Redact Action: Once the highlighted content is reviewed, the system applies the Redact action, covering sensitive information with black rectangles, ensuring that the data cannot be viewed or copied.
4. 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 file access codes 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:

1. Upload Contract: The contract is uploaded to Willow360.
2. Simple Sign Action: The contract is automatically sent to designated signers for digital signing, which is done securely through Willow360.
3. Document Distribution: Once all required signatures are collected, the signed contract is uploaded to a shared Dropbox folder and automatically distributed to the necessary teams via email.
4. 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.
• Ensures security with authenticated digital 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:

1. Fill in Expense Report: Employees fill out their expense reports through a form on Willow360.
2. Expense Approval: The report is routed to the appropriate manager for approval. The manager either approves or rejects the report with notes.
3. Convert to PDF and Archive: If approved, the report is converted to PDF and stamped with an "Approved" seal before being saved to a dedicated expense report folder on Google Drive.
4. 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 standardizing expense submission and approval.
• Centralizes documentation, reducing the risk of misfiled reports.

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 organization 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.