Workflows
Docwize workflows automate document-centric processes by routing documents through a configured sequence of steps — review, approval, correction, extraction, distribution, and more. Each step is assigned to a user or the system, with configurable outputs that determine how the workflow branches.
Workflows interact with most other areas of configuration. Action requests define the human-interaction steps; workflow templates compose those steps into a flow; records can trigger a workflow automatically on document submission; custom fields capture or receive data at each step; and notifications keep participants informed throughout.
Workflow types
| Type | What it is |
|---|---|
| Document workflow | Attached to a specific document. Initiated manually by a user, or automatically when a document is submitted via a record that has a workflow configured. Progresses through steps as each assigned user takes an action. |
| Periodic workflow | Runs on a schedule — every x minutes or hours — rather than being triggered by a document event. |
Key components
| Component | What it is | Where to configure |
|---|---|---|
| Action requests | The human-interaction nodes that define who takes an action at each step, and what outputs they can select | Action Requests |
| Workflow templates | The canvas where action requests, configuration nodes, and logic nodes are assembled into a complete flow | Building Workflows |
| Nodes | The full set of building blocks available on the template canvas — user assignment, configuration, tools, system logic | Workflow Nodes |
Accessing workflow setup
Workflow configuration is accessed via New → Workflow Setup, which contains two areas:
| Section | What it does |
|---|---|
| Actions | Opens the Action Request Manager — where action requests are created and edited |
| Templates | Opens the Workflow Templates area — where templates are created, edited, grouped, enabled or disabled, and dry-run tested |
Configuration order
Build workflows in this sequence to avoid rework:
- Define action requests first. Action requests are reusable across multiple workflow templates and must exist before they can be placed on a canvas.
- Build the template. Drag action requests and other nodes onto the canvas, connect them, and configure inputs, outputs, and conditions.
- Test with a dry run. The dry-run tool in the Templates area tests the workflow flow without sending it to real users.
- Connect to records where relevant. If a workflow should trigger automatically when a document is submitted via a record, configure that link in the record template.
Permissions
| Permission | What it allows |
|---|---|
| Workflows - Create | Initiate a workflow on a document |
| Workflows - Create Template | Create and edit workflow templates |
| Workflows - View All | View all workflows on a document in Document Details |
| Workflows - Revoke Any | Revoke a workflow regardless of who created it |
| Workflows - Modify Action Recipient | Change who receives a workflow action |
| Workflows - Create Global Filter | Add global workflow filters to the Inbox |
| Workflows - Assign External | Assign workflow actions to external users or contacts |
| Adhoc Action Requests | Create ad hoc action requests outside of a template |
| Replay Workflow | Replay workflow steps or actions |
| Undo Actions Taken | Undo previously completed workflow actions |
| Use Legacy Signatures | Use legacy signature or stamp-based signing behaviour |
See Permissions for the full permissions reference.
Before configuring workflows
Map the process before building the template. Identify the sequence of steps, who is responsible for each, what outputs are possible at each step, and what conditions determine branching.
Define action requests before starting the template. Action requests are configured in the Action Request Manager and then placed on the canvas. Having them ready before opening the template builder avoids context-switching mid-build.
Ensure required custom fields are defined. Nodes that capture or extract data into custom fields require those fields to exist first. Agree on field names and types before building templates that reference them. See Custom Fields.
Coordinate with record template owners. If a workflow is intended to trigger via a record submission, the record template must be configured to include it.
Test before enabling. Use the dry-run tool to validate the template. Confirm that the correct users receive action requests, that outputs route to the correct next step, and that any conditional logic behaves as expected.
Related configuration
- Action Requests — define the human-interaction nodes used in templates
- Building Workflows — creating and managing workflow templates on the canvas
- Workflow Nodes — full reference of all available canvas nodes
- Initiating a Workflow — how users start a workflow on a document
- Records — record templates that can trigger workflows on submission
- Custom Fields — fields that workflows can read from or write to
- Permissions — permission levels required for workflow creation and administration