Using Inboxes and Workflows

Inboxes

Inboxes in Willow360 serve as temporary storage locations for files before they are assigned to workflows. There are three types of inboxes:

1. Personal Inbox
   • Description: This inbox is private and only accessible by you. It is ideal for managing personal documents that you are working on before they are ready to be shared or processed.
   • Usage: Use the personal inbox to upload and organize your files. You can drag and drop files directly into this inbox or use the upload button.
2. Team Inbox
   • Description: Shared with team members, the team inbox allows for collaborative document management. All team members can view and manage files in this inbox.
   • Usage: Use the team inbox to share documents with your team. This is useful for projects that require input from multiple team members. Ensure that the team inbox is configured to allow access to the appropriate team members.
3. General Inbox
   • Description: Accessible to all users in the organization, the general inbox is used for documents that need to be shared organization-wide.
   • Usage: Use the general inbox for documents that are relevant to the entire organization. This is useful for company-wide announcements, policies, and other shared resources.

Managing Files in Inboxes

• Uploading Files: You can upload files to any inbox using the upload button or by dragging and dropping files into the inbox area.
• Organizing Files: Use metadata, tags, and labels to organize files within the inbox. This makes it easier to search and filter documents.
• Moving Files: Once files are ready to be processed, you can move them from an inbox to a workflow. Select the files and choose the appropriate workflow to add them to.

Workflows

Workflows in Willow360 are designed to automate and manage document processes. Each workflow consists of a series of actions that are executed in a specific order to achieve a desired outcome.

1. Creating a Workflow
   • Steps:  
     1. Navigate to Workflows: From the dashboard, click on the “Workflows” tab.
     2. Create New Workflow: Click on the “Create Workflow” button and enter a unique name for your workflow.
     3. Add Actions: Click the “+” icon to add actions to your workflow. Configure each action according to your needs.
     4. Set Permissions: Determine who can use, see, and edit the workflow. Assign permissions to individual users, teams, or everyone in your organization.
     5. Save and Activate: Save your workflow and activate it to start processing documents.
2. Common Workflow Actions
   • Convert to PDF: Automatically convert documents to PDF format.
   • Approve: Pause the workflow until a designated approver reviews and approves the document.
   • Stamp: Apply a stamp or watermark to documents.
   • Upload to Cloud: Upload documents to cloud storage services like SharePoint, OneDrive, Google Drive, or Dropbox.
   • Email: Send documents via email with secure links or as attachments.
3. Monitoring Workflows
   • Track Progress: Monitor the progress of documents through the workflow. The workflow tile on the dashboard displays the status of each file, including any pending actions or approvals.
   • File History: View the history of each file to see all actions performed, comments added, and changes made.
4. Optimizing Workflows
   • Review and Adjust: Regularly review your workflows to identify any bottlenecks or inefficiencies. Make adjustments as needed to improve performance.
   • Use Metadata: Leverage metadata to automate and customize actions based on document properties.

Best Practices for Using Inboxes and Workflows

• Consistent Naming Conventions: Use consistent naming conventions for files and workflows to ensure easy identification and organization.
• Regular Clean-Up: Periodically review and clean up your inboxes and workflows to remove outdated or unnecessary files.
• Collaborate Effectively: Use team and general inboxes to facilitate collaboration and ensure that all relevant team members have access to necessary documents.
• Secure Sensitive Documents: Use digital certificates and secure email actions to protect sensitive documents and ensure compliance with data protection regulations.

By effectively using inboxes and workflows in Willow360, you can streamline your document management processes, improve collaboration, and ensure that your documents are organized and secure.