Workflow Templates

Workflow templates let you save frequently used approval, acknowledgement, signing, and other workflow processes so users can start them without rebuilding the workflow each time.

They are useful for purchase approvals, contract signing, policy acknowledgements, invoice reviews, employee onboarding, incident handling, document releases, and other repeatable business processes.

Create a workflow template

Go to:
Admin tools → Workflows → Templates → Add workflow template

Enter a clear name that helps users understand the purpose of the workflow. For example: ‘Purchase Request Approval and Signing’

Choose the workflow order

Select how the workflow should progress:

• Parallel — all recipients receive their tasks at the same time.
• Serial — each recipient receives the task only after the previous recipient completes it.
• Custom — create multiple stages and combine parallel and serial processing in one workflow.

Use Custom when an item must first be reviewed by several people and then passed to another recipient for signing or another action.

Select the workflow methods

Choose the methods that may be used in the template:

• Approval
• Acknowledgement
• eSign
• Any custom workflow methods created for your account

Different methods can be combined in the same custom workflow. For example, several recipients can approve a purchase request in Stage 1, followed by an eSign task for the CFO in Stage 2.

Choose where the template can be used

Under Available for, select the item types for which the workflow template should be available:

• File — makes the template available for individual files.
• Folder — makes the template available for folders and folder-level workflow automations.
• Link — makes the template available for link items.

You can also limit the workflow template to a specific eForm data type, such as an Incident Report or Purchase Request. This helps ensure that users only see workflow templates relevant to the item they are working with.

Add recipients

Click + User or + Group to add recipients to the workflow.

For each recipient:

1. Enter or select the recipient.
2. Choose the workflow method they must complete.
3. Add an optional note explaining what they should review or do.
4. Select what information the recipient is allowed to see.

The visibility options include:

• Show metadata
• Show related items
• Show recipient list to this recipient

Recipient notes can be different for every participant. For example, a department manager may be asked to confirm the operational need, while Finance may be asked to verify the available budget.

Build a custom workflow

In a custom workflow, recipients are arranged into numbered stages.

Recipients within the same numbered stage work in parallel. The next stage begins only after the current stage has been successfully completed.

In the example below:

• Stage 1 contains three approval recipients.
• Stage 2 contains one eSign recipient.
• The eSign task starts only after Stage 1 meets its acceptance rule.

Configure acceptance and rejection rules

For a stage containing multiple parallel recipients, click the settings icon in the stage summary to define how many recipients must accept and how many rejections will cause the stage to fail.

You can choose how many acceptances are required:

• All recipients
• Fixed number
• Percentage

You can also choose when the stage should fail based on rejections:

• Fixed number
• Percentage

For example:

2 accepts required · fails at 2 rejects

With three reviewers, this means the stage succeeds when any two recipients approve. It fails when two recipients reject. The workflow then either continues to the next stage or stops, depending on the outcome.

A stage containing only one recipient does not need a separate acceptance threshold because that recipient must complete the assigned task.

Reorder or remove recipients

Use the drag handle beside a recipient to change their position or move them between stages.

Use the trash icon to remove a recipient.

Before saving, check the numbered stage indicators to make sure all recipients are grouped in the correct stages.

Save the workflow template

Click Save when the workflow structure is complete.

The template can then be selected when starting a workflow on a supported file, folder, link, or eForm record. It can also be used in workflow automation where applicable.

Example use case

A purchase request may follow this process:

1. The department manager, Finance, and Procurement receive approval tasks at the same time.
2. Any two approvals are sufficient to continue.
3. Two rejections stop the process.
4. After the required approvals are received, the CFO receives the item for final eSign.

This reduces unnecessary delays while ensuring that the request receives the required review and final authorization.