Process Workflows

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.

Create a reusable task

Where: Task Library > 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.

Build a Saved Workflow

Where: 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 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.

Create and start a live Workflow

Where: New Workflow, or 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.

Complete assigned staff work

Where: Workflow Queue, or 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.

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.

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.

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
• Classic Workflows
• Work with Workflow files, photos, and E-sign tasks