Unlocking the Power of Metadata in Willow360
What is Metadata?
Metadata represents data about data. In Willow360, metadata can be gathered from various sources, such as user inputs, external services, or scanning solutions. This data can then be used to configure workflow actions, making processes more dynamic and automated.
Sources of Metadata in Willow360
- User Inputs: Data entered by users through forms or during workflow actions.
- External Services: Metadata extracted from external services or devices, such as OCR software.
- System Data: Information about the files and users within Willow360.
Using Metadata in Workflow Actions
Metadata can be used in various workflow actions to automate tasks and ensure consistency. Here are some examples of how different actions can utilize metadata:
1. Fill in a Form
Purpose: Allows users to start workflows by entering necessary data into a form.
Example: A user fills out a form to create an expense report. The form collects metadata such as the employee’s name, date, and expense details. This metadata is then used to generate a PDF document that continues through the workflow.
2. Supply Information
Purpose: Prompts users to fill in a form at some point in the workflow, collecting metadata for later use.
Example: During an invoice approval process, the workflow prompts the user to supply the Customer ID and Total Amount. This metadata is stored and can be used to stamp the document with the Customer ID for future reference.
3. External Data
Purpose: Allows XML formatted metadata created by external services to be used in Willow360 actions.
Example: An OCR software extracts data from an invoice, such as Invoice Number and Total Amount, and stores it in an XML file. Willow360 reads this metadata and uses it to populate fields in subsequent actions, such as renaming the file or sending an email.
4. Rename
Purpose: Changes the name of a file using metadata variables.
Example: A file is renamed to include the current month and year, using metadata variables like Current Month and Current Year. The new file name could be “Invoice_October_2024.pdf”.
5. Stamp
Purpose: Adds specified text or an image to a file.
Example: A document is stamped with the text “Approved by [Approver Name]” using metadata collected from the approval action. This ensures that the stamp dynamically reflects the actual approver’s name.
6. Watermark
Purpose: Adds specified text or an image as a transparent background to the document.
Example: A watermark is added to a document with the text “Confidential - [Current Date]” using metadata to dynamically insert the current date.
7. Secure Email
Purpose: Sends files by email to one or more recipients, using metadata to personalize the email content.
Example: An email is sent to the user who added the files to the workflow, with the subject “Your files have been processed” and the body text including the user’s name and the workflow name, all populated using metadata.
8. Upload to Cloud Services
Purpose: Uploads files to cloud storage services like SharePoint, OneDrive, Google Drive, or Dropbox.
Example: Files are uploaded to a dynamically created subfolder path based on metadata variables such as CustomerID or Current Year/Month. This ensures that files are organized in a structured manner.
9. Custom Task
Purpose: Signals that a specific task needs to be performed for the file to continue processing.
Example: A custom task is created with a description that includes metadata variables like Customer Name and Invoice Number, providing clear instructions to the task performer.
Conclusion
Metadata in Willow360 is a versatile and powerful feature that enhances workflow automation and efficiency. By leveraging metadata, users can create dynamic, personalized, and automated workflows that adapt to the specific needs of their processes. Whether it’s renaming files, stamping documents, or sending personalized emails, metadata ensures that every action is precise and relevant.
Embrace the power of metadata in Willow360 to streamline your workflows and achieve greater productivity and accuracy in your document management processes.