Using Inboxes and Workflows

Willow360 provides a structured system for processing documents using inboxes and workflows. Inboxes give you a place to collect and stage files before they enter a workflow. Workflows define what happens to those files once processing begins. Understanding how these two features work together will help you manage documents efficiently.

Inboxes

Inboxes are holding areas for files that have not yet been added to a workflow. There are three types.

Personal Inbox

Your personal inbox is private and visible only to you. Use it to stage files before you are ready to send them into a workflow, or to hold files that only you need to work with. Files in your personal inbox do not expire and are not visible to other users.

Team Inbox

The team inbox is shared with all members of a specific team. Every team member can see and manage files in the inbox. Team inboxes are useful for sharing documents that multiple people need to access or process before they are ready to enter a workflow.

Team inboxes can be filtered to show files uploaded by you only or by all team members. Each team inbox has a unique email address, visible in the inbox subtitle, that can be used to send files directly to it. Note that if a team inbox is disabled by an administrator, all files in it are deleted.

General Inbox

The general inbox is accessible to all users in the organisation. Use it for files that need to be available to everyone, or as a landing point for files sent to the organisation's shared inbox email address.

Adding Files to Inboxes

Files can be added to any inbox by dragging them into the inbox area, using the upload button, sending them as email attachments to the inbox email address, or forwarding scanned files using the Collector App.

Moving Files from an Inbox to a Workflow

Once files in an inbox are ready to be processed, select them using the checkboxes and choose the workflow you want to add them to. All selected files will enter the workflow together as a single processing job. Files can also be added to a workflow from the File View using the Add to Workflow action.

Workflows

Workflows define the automated process that your files move through. Each workflow is a sequence of actions executed in order. Some actions are automatic and require no input. Others are manual and pause the workflow until a user responds.

Creating a Workflow

To create a workflow, click the cog icon in the top right corner of the dashboard to access Admin Settings, then select Workflows. Click Create Workflow, give it a unique and descriptive name, and begin adding actions.

Actions are added using the plus icon in the workflow editor. Each action must be configured and saved by clicking Apply before moving on. Actions can be reordered by dragging them into the sequence you need.

Once your actions are configured, set permissions to control who can use, view, and edit the workflow. Add a workflow description in Workflow Settings to help users understand when and how to use it. Save the workflow when you are ready. Workflows are enabled by default when saved.

Common Workflow Actions

The following are some of the most commonly used actions:

Convert to PDF: automatically converts uploaded documents to PDF format for consistent handling.
AI Data: reads information from the document content automatically using OCR and AI, capturing values such as invoice totals, names, and dates.
Approve: pauses the workflow until a designated approver reviews the document and approves or rejects it.
Stamp: applies a text or image stamp to the document, such as "Approved" or a date.
Watermark: adds a transparent text or image overlay across the document.
WillowSign: sends the document to designated signers for legally binding electronic signatures.
Upload to SharePoint, OneDrive, Google Drive, or Dropbox: stores the processed document in your chosen cloud location.
Secure Email: sends recipients a secure link to access the document.
System Email: sends the document as an email attachment.
Export Data to CSV: records structured data from the processed file into a running CSV report stored in your chosen cloud location.

Monitoring Workflows

Each workflow tile on your dashboard shows a job rectangle for files you have added, letting you track progress in real time. Only your own jobs are shown on the tile. Clicking the rectangle opens a detailed view where you can see the status of individual files, access your To-Do list for any actions requiring your input, and review the file history for each document.

Optimising Workflows

Review workflows periodically to identify any steps that could be simplified or combined. Use the AI Data action to capture document values automatically rather than relying on manual data entry. Use conditions within actions to make workflows smarter, allowing steps to be skipped or triggered based on the content of each document.

Best Practices

Use consistent naming conventions for workflows so users can easily identify the right one on their dashboard. Add a workflow description to every workflow so it is clear what it does and who should use it.

Keep inboxes tidy by periodically reviewing files that have not been added to a workflow. Unprocessed files can accumulate and make it harder to find what you need.

Use team inboxes to facilitate collaboration and ensure files are accessible to the right people before they enter a workflow.

Always include at least one export or distribution action at the end of a workflow. Willow360 does not store processed files permanently, so files need to be sent to a cloud storage location or delivered by email before the workflow completes.