# Process Workflows

> Create reusable tasks, build and start a Workflow, manage participants, and complete staff review.

Language: en-US. Product guide: https://agencymesh.app/help/process-workflows/.

Last reviewed October 1, 2026 by AgencyMesh Product Support · Checked against release 2026.10

Start from a Saved Workflow or build one from reusable tasks. Arrange tasks into steps, assign people, then start the Workflow. **Workflow Queue** shows setup, staff tasks, and review.

<span id="process-task-library"></span>

## Create a reusable task

**Where:** [Task Library](https://app.agencymesh.app/workflows/modules) > New Task.

| Item | Guidance |
| --- | --- |
| Guided Photos / Request Documents | Use Titles and matching Instructions for each item, one requirement per line. |
| Text Entry | Set Question or prompt, Response label, Example or hint, Maximum characters, and Allow multiple lines. |
| Multiple Choice | Enter Question and at least two Answers, one per line. Use Allow more than one answer if needed. |
| Staff Task | Add Checklist items, Files to create, and Allow completion notes. |
| E-Sign | Add PDF documents, Signers, and matching Document titles; then place fields. |

1. Enter **Library name**, **Category**, and **Task type**. Choose **When added**: **Ready to use** or **Ask for details each time**.
2. Set **Changes in a workflow** to **Use as saved** or **Allow changes**. Enter the task’s **Title**, **Instructions**, and type-specific requirements.
3. Add **Spanish** wording if needed and select **Require agent approval before next step** for staff review. Click **Save Task** or **Save Changes**. Ready-to-use E-Sign tasks use **Continue to Add Fields**.

<span id="process-saved-workflows"></span>

## Build a Saved Workflow

**Where:** [Saved Workflows](https://app.agencymesh.app/workflows/saved-workflows) > New Saved Workflow.

**Start with This** uses a plan for live work. The plan’s menu offers **Edit**, **Make a Copy**, and **Archive**. Publishing does not send invitations.

1. Complete **Details** and customer messages. In **Roles > Add Role**, create customer placeholders and choose **Default language**.
2. In **Tasks**, use **Add Step > Add a task to this step**. Choose a saved task, configure its assignment and settings, then **Save Task**. Create missing tasks in [Task Library](https://app.agencymesh.app/workflows/modules) first.
3. Arrange steps with **Move up** / **Move down**. Set **When it starts** to **After the previous step** or **Wait for staff to start it**.
4. Resolve **Review & Publish > Needs attention**, then **Publish Saved Workflow**.

<span id="process-build-start"></span>

## Create and start a live Workflow

**Where:** [New Workflow](https://app.agencymesh.app/workflows/new), or [Saved Workflows](https://app.agencymesh.app/workflows/saved-workflows) > Start with This.

Check **Activity** for the start and invitation result.

| Item | Guidance |
| --- | --- |
| Multiple customers | Choose Only one customer must complete it or All assigned customers must complete it. |
| Setup timing | Choose Set up now or Set up later, then Who will set it up? |
| Progress and review | Use Wait for this task before continuing and Require agent approval before next step. |
| E-Sign PDFs | Choose Upload now, Use a file from an earlier task, or Add later. Save Draft and provide PDFs before Add Signature Fields. |
| Signing order | Group 1 signs first. People in the same group can sign together; later groups wait. |

1. In **Details**, enter **Workflow name**, **Office**, **Workflow owner**, and **Due date**. Use **More options** for link expiration and **Require a final staff review**.
2. In **People**, fill the customer cards or use **Add Customer**. Enter the name, email or SMS phone, **Language**, and **Delivery** channel.
3. In **Tasks**, add or edit tasks. Set **Completed by** and **Assigned to** in **Assignment**, then configure the settings below and click **Save Task**.
4. In **Review & Start**, fix **Needs attention**. Click **Start & Send 1 Invite** (the count changes) or **Start Workflow** without an invite. Use **Save Draft** to pause.

<span id="process-staff-queue"></span>

## Complete assigned staff work

**Where:** [Workflow Queue](https://app.agencymesh.app/workflows/queue), or [Workflows](https://app.agencymesh.app/workflows/) > **Browse > Workflow Queue**.

Filter by **Office**, **Work type**, **Status**, or **Search**, then click **Search workflow queue**. **Needs Setup** and **Staff Tasks** each have their own **Previous** / **Next** controls; totals include items on other pages.

1. Use **Set Up** for preparation or **Open Task** for assigned work. If offered, click **Claim Task** first.
2. For a staff task, complete the checklist, **Required files**, and required **Completion notes**, then click **Complete Task**.
3. For signing, use **Open PDF**, fill your fields, accept consent, then **Sign & Continue**.

<span id="process-prepare-review-complete"></span>

## Prepare, review, and finish a Workflow

**Review** lists people and submitted item names but does not preview files or text/choice answers. Verify files through **Files**; obtain missing information from the responsible staff member before approving.

| Item | Guidance |
| --- | --- |
| Prepare a task | Set Up: enter details or Upload PDFs / Replace PDFs, then Save Setup and finish Add Fields. Completing setup in a started Workflow can release work and send invitations. |
| Review work | Download evidence from Files first. In Review, select People or Submitted items, enter Review note, then Request Changes or Approve & Continue. Write the note in the customer’s language. |
| Start a manual step | Click Start Step after earlier requirements are complete. |
| Change future tasks | Use More > Edit Upcoming Steps, or Edit Step for an unreleased step. |
| Finish the Workflow | Complete the final review, then click Complete Workflow. |

<span id="process-workflow-statuses"></span>

## Read progress without confusing setup and completion

One completed task does not mean the whole Workflow is complete.

| Item | Guidance |
| --- | --- |
| Tasks | Follow the current step and signer progress. Needs Setup requires preparation; Needs Review requires acceptance. |
| People | Check participant progress and last view. |
| Files | Download evidence; check Staff only or Shared. |
| Activity | Check changes and delivery outcomes before retrying. |

<span id="process-participant-links"></span>

## Remind a participant or replace their link

**Where:** Workflow > People.

Share links only with their intended person. Check **Activity** for the result.

| Item | Guidance |
| --- | --- |
| Remind | Send one person another reminder. More > Send Reminders applies the Workflow’s reminder action. |
| Copy Link | Copy the current private link. |
| Replace & Copy | Replace the old link and copy the new one. |
| Disable Link | Turn off that person’s link access. |

## Related guides

- [Start and follow a Workflow](https://agencymesh.app/help/customer-workflows.md)
- [Classic Workflows](https://agencymesh.app/help/legacy-workflows.md)
- [Work with Workflow files, photos, and E-sign tasks](https://agencymesh.app/help/workflow-files-photos-and-esign.md)