What’s New in Willow360 v2.0: Conditional Actions for smarter workflows

We’re thrilled to announce Willow360’s biggest update yet — Version 2.0.4 This major release introduces powerful new flow control features that let you build smarter, more dynamic workflows. Whether you're managing invoices, approvals, or document routing, you'll now have the flexibility to handle real-life scenarios with ease.

Let’s walk through what’s new and how you can start using these features right away.

✨ What’s New?

1. Conditional Actions – Smarter Workflow Decisions

You can now decide when specific actions in a workflow should happen — based on the data gathered earlier in the workflow.

🔍 What does this mean?

You no longer need to run every action for every file. Instead, you can say things like:

“Only process a Director approve action if the total is greater than $5,000.”
“Send invoices with a EUR currency to the Xero European bank account action”

Each action (except Fill in a Form) can now be set to Always Run (the default), or Run only if a condition is met.

🛠 How to Set It Up

Open your workflow and open an action configuration.
Look in the top-right corner of the configuration panel and click the condition icon.
Click “Run only if condition is met”.
Build your condition using data collected earlier (known as metadata).
- Compare text, numbers, or dates using operators like =, ≠, >, <, contains, starts with, etc.
- Combine multiple expressions using AND or OR.

✅ Example 1 – Approval Only for High-Value Invoices

Condition: Total Amount > 5000
Result: Action sends invoice to Director for approval, only if total is over 5000.

✅ Example 2 – Route Files Based on Currency

Condition: Currency = "USD"
Result: Uploads file to US bank’s OneDrive folder.
Create another action with condition: Currency = "EUR" to handle Euro invoices.

2. File Export No Longer Required – More Flexible Workflow Endings

In previous versions, every workflow had to end by exporting files (e.g., to cloud storage or email). Not anymore!

You can now:

End a workflow after signing or stamping a document.
Let users manually download files at the end.
Store files in Willow for up to 30 days (after which they expire unless exported).

💡 Example Use Case:

Let your team review signed contracts before exporting. They can manually download them or choose where to send them afterward.

🧠 How Conditions Work (A Quick Primer)

Conditions use metadata collected during the workflow. Metadata might include:

Data entered in Supply Information or Fill in a Form
Extracted info from scanned files using External Data
Dynamic values like User who added the file, Date, or File name

You can set conditions like:

Total Amount ≥ 1000
Customer Email contains “@client.com”

And visually combine them:

E.g.
(Total Amount ≥ 1000 AND Currency = "EUR") OR Customer ID starts with "EU"

For a full guide, check the “Conditions Concept” page in the [Willow Wiki] or from within the workflow editor.

🎯 Why This Matters

This update makes Willow360 workflows dynamic, data-driven, and tailored to your real processes.

With Version 2.0.0, you can:

Save time by skipping unnecessary steps.
Reduce errors by ensuring rules are enforced.
Streamline processes like approvals, signing, routing, and exports.

🚀 Ready to Try It?

Start by editing one of your existing workflows:

Choose an action you want to conditionally run.
Click “Set Condition.”
Test it with sample files using different values.
Check the File History to see if the action ran or was skipped (Willow tells you either way!).

🧩 Need Inspiration?

Here are a few ideas to get you started:

Approval Workflow
- If invoice > 1000 → Send to Finance Manager
- If invoice > 10000 → Send to CFO
Routing Based on Country
- If Country = "Germany" → Stamp with “DE Office”
- If Country = "UK" → Send via Secure Email
Dynamic Uploads
- If Department = “Legal” → Upload to SharePoint Legal site
- If Department = “Sales” → Upload to Google Drive “Sales” folder

Let your data lead the way,
The Willow360 Team 🌿