Supply information action uses

The “Supply Information” action in Willow360 is quite versatile and can be used in various scenarios to gather necessary data for processing files. Here are a few examples:

1. Invoice Processing

Scenario: A company receives invoices that need to be approved and processed.

Use Case: The Supply Information action can be used to prompt the relevant user to confirm or add details such as the invoice number, total amount, and department responsible for the expense at the appropriate point in the workflow. This ensures all necessary data is captured before the invoice moves to approval. The supplied values are then available as metadata in subsequent actions, so they can be used to drive routing, file naming, or email delivery automatically.

Note: if your invoices are uploaded as documents, the AI Data action may be a more efficient choice for capturing invoice values, as it reads information directly from the document content without requiring anyone to key it in manually.

2. Employee Onboarding

Scenario: A new employee joins the company and needs to complete several forms and provide various documents.

Use Case: The Supply Information action can be used to gather personal details, emergency contact information, and bank details at a defined point in the onboarding workflow. This ensures that all required information is collected in a structured manner and is available to HR for use in subsequent steps, such as automated file naming, task routing, or email communication.

3. Customer Feedback Collection

Scenario: A company wants to gather feedback from customers about their products or services.

Use Case: The Supply Information action can be used to prompt the appropriate user to record structured feedback on behalf of a customer, including fields for service rating, comments, and suggestions for improvement. The collected data is stored as metadata and can be used in downstream actions such as routing to the relevant team or exporting to a report via Export Data to CSV.

4. Project Documentation

Scenario: A project team needs to submit regular updates and reports.

Use Case: The Supply Information action can be used to capture structured project update information at a defined workflow stage, including fields for project status, milestones achieved, and issues encountered. Team members complete the form as part of the workflow, ensuring updates are consistently structured and fully recorded in the file history.

5. Expense Reporting

Scenario: Employees need to submit their expense reports for reimbursement.

Use Case: The Supply Information action can prompt employees to enter details such as the date of the expense, amount, and purpose at the relevant stage of the workflow. This structured data is then available for the finance team to review and approve, and can be fed into Export Data to CSV to build a running expense report automatically across all submissions.

These examples show how the Supply Information action can be used to capture structured data from users at any point in a workflow. Because all supplied values are stored as metadata, they can drive downstream actions such as approvals, automated file naming, email delivery, and structured reporting.