Create & use workflows

In the following, we will show you how you can use workflows optimally. Here is an overview:
A) Create workflows
B) Use workflows
C) Update workflows
D) Share workflows with your team

A) Creating workflows

You have two options for creating a new workflow: You can either upload a document, send it and save your settings as a workflow or compile a new workflow using the Workflow Editor. We present both options to you:

Saving a sent invitation as a workflow

You can go through the process of obtaining signatures as usual. After sending the invitation, you will be asked whether you want to save your process steps as a workflow. Proceed as follows:

1. Click on the "Save as workflow" button
2. Give your workflow a unique name
3. Select the parameters that you would like to save for your workflow
4. Click on "Save workflow"

Create workflows in the Workflow Editor

With the smart Workflow Editor, you can create a workflow without having to send a document first: To do this, navigate to the workflows in the dashboard (Contacts and workflows > Workflows) and click on "Create workflow". The workflow editor will now open. This works as follows:

1. Name the workflow: At the top left, you can give your workflow a unique name.
2. Sidebar: The Workflow Editor has the same structure and logic as the usual user interface. However, there is no document at the start and some of the menu items in the sidebar are different.
3. Add document: You can save a workflow without a document and then apply it to any document. However, some functions (e.g. adding form fields) are linked to a document and can only be used in combination with a document. To upload a document, click on the white "Add document to workflow" field.
4. Save & Cancel: When you are finished, save your workflow by clicking on "Save workflow". If you want to discard a workflow, click on "Cancel".

The functions behind the individual menu items are briefly summarized below:

1. Recipients: As usual, you can add people, define order and roles and then place signature and form fields. If you continue with the process, you can also make settings for reminders, due dates and the email invitation. If you then click on "Finish", you will return to the Workflow Editor menu.
2. Edit document: Prepare your document as usual and place general form fields or read-only text. You can find out more about this in the Academy module Using form fields .
3. Reminders & due date: This is a shortcut to the settings relating to automatic reminders and the due date of the document. You no longer need to call up this menu item separately if you have already made these settings under Recipients.
4. Invitation settings: This is also a shortcut. If you have already made settings for the email text, forwarding, invitation language etc. under Recipients, you no longer need to call up this menu item.

A practical function for adding contacts is presented below, which makes your workflow even more flexible to use: So-called Person placeholders. A person placeholder stands for an invited person who is only specified when the workflow is used. This type of placeholder is used, for example A) when preparing the document you do not yet know which specific person will sign/view/approve the document, but you still want to make all the settings for this person or B) if different people are involved.

An example: You are preparing a workflow for an employment contract and know that the document will always be signed by the management and the employee, but do not want to specify the specific persons until later, as they may be different people.

1. When adding the contacts, you will find the person placeholders at the top of the list. Add as many person placeholders as you like.
2. Person placeholders are displayed like all other contacts in the list of recipients.
3. You can make settings as usual in the recipient settings. We recommend giving each person placeholder a unique name (e.g. employee, manager, etc.) so that you know who to assign which placeholder when using the workflow.

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If you navigate back to the Workflow Editor menu at the end or in between, you will see green ticks next to the menu items where you have already made settings. Where and which settings you make is up to you - you have complete flexibility. When you are satisfied with your workflow, click on "Save workflow".

B) Using workflows

There are several ways to use a workflow. The first way is via the dashboard: You can find your workflows under Contacts and Workflows and then under the Workflows tab. To use a workflow, either click:

1. on the respective list entry to open the detailed view and click on the green "Use workflow" button at the bottom right or
2. on the 3-dot icon in the respective list entry and select "Use workflow" in the overlay.

The second way to use a workflow is directly in the editor: upload a document as usual and then navigate to the Recipients tab. Click in the search field and select "Select from contacts and workflows". An overlay will now open. In this overlay, you can now select whether you want to add individuals, groups or workflows:

1. You can filter by workflows to find the desired workflow more quickly
2. Click on the plus icon (+) to select the workflow
3. Then click on "Apply selection" to transfer the selected workflow to the document

You can find out more about this topic in the Academy module Obtaining signatures (with signature workflow) .

If you use a workflow, a new document entry is always created from the workflow, the workflow itself initially remains unchanged. All settings of the workflow are transferred to the new sending, you can still adjust and change them as required. If you have activated automatic reminders and a due date in the workflow, you can now set these.

If your workflow contains one or more person placeholders, you must now assign them. To do this, go to the "Recipients" tab. In an overlay, you can now select who you would like to assign the first person placeholder to. Then click on "Assign & Proceed" (if you have more than one person placeholder) and repeat the process for all placeholders. When you are finished, click on "Assign & finish".

Finally, send your invitation as usual. If you have made changes to the workflow, you can update it later - you can find out more about this in the next section "Updating workflows".

C) Updating workflows

You have two options for editing/updating a workflow:

A) You use a workflow and make changes during the invitation process. After you have sent the invitation, you can apply these changes to the workflow.
B) You can edit a workflow directly in the Workflow Editor.

Both options are described below:

A) Use workflow and then update it

Use a workflow (more on this in the section "Using workflows"), make the desired changes and then send the invitation(s). In the overlay that now appears, you have the option of overwriting the workflow used and updating the changed parameters. To do this, click on "Update workflow".

B) Edit workflow in the editor

From the dashboard, you can select "Edit workflow" either via the detailed view of the workflow (1) or via the 3-dot menu (2). The Workflow Editor opens and you can change the desired parameters. Finally, click on "Save workflow".

D) Share workflows with your team

You have the option of sharing individual workflows with your team. This can speed up or simplify processes for your entire team.

To do this, go to the detail view of a workflow in the dashboard. Click on the button with the share icon at the bottom right to share the workflow (1). Confirm your action in the subsequent overlay (2). All team members can now use the workflow. You can withdraw the approval at any time by clicking on the same button and then confirming the revision (3).