WorkFlow glossary
To avoid any confusion when using a new product, it’s good to have some basics covered. Explore the WorkFlow glossary to discover the most common terms you will encounter when using our platform.
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A
An analytics widget is a data analytics tool that helps you track the progress of an event. You can use WorkFlow's default widgets or create your own.
A
The Audit trail is a history book for your workspace. It records all actions taken. You can customize it to show specific events using the Add custom event to Audit trail bot.
A
An autostart is like setting your document on autopilot. It sends documents automatically when specific conditions are met.
B
A bot is your helpful robot friend or digital assistant. It performs actions automatically based on specific conditions and triggers.
B
The Bots log is like a chronological diary for your bots within a workflow. It displays the method, time, and conditions under which certain bots run or fail to run.
B
Branches let you split your workflow into different paths based on the conditions you set.
C
Conditions are the rules that tell your bots, steps, branches, jumps, or autostarts when to take action. It's like saying, "If this happens, then do that".
D
A document is a digital envelope filled with one or more files sent to different recipients based on their roles in a document workflow. It's like a package that holds everything related to a specific process.
Sometimes we call them sends or workflow instances when referring to documents sent from a workflow.
Also, there's a document as an electronic file managed and streamlined within WorkFlow for document automation and eSignature workflows.
Sometimes we call them sends or workflow instances when referring to documents sent from a workflow.
Also, there's a document as an electronic file managed and streamlined within WorkFlow for document automation and eSignature workflows.
E
An editor widget lets you easily create web forms. Some widgets group fields by topic (like contact details), while others are placeholders for external data like images, videos, or documents.
G
A group workflow is like a party within a party. It's accessible to members of a specific group according to their permissions. Just like the Workspace Owner and Supervisor in a workspace, a group Admin can send documents, create templates, and design workflows within a certain group.
G
Groups are like folders for your teammates. You can organize them by department or role and customize their permissions. Admins can set up group workflows, Auditors can review workflow instances, and members can send and fill out documents.
J
A jump lets you skip ahead in a workflow or go back, creating loops under certain conditions.
P
A private workflow is like a secret club. Only the Creator and Admins can see it. But remember, the Workspace Owner, Supervisor, and Auditor have access to every workflow, even private ones.
R
A revision is a snapshot of a sent document after someone (or a bot) has worked on it.
R
In the WorkFlow world, a role is like a label someone wears when interacting with documents. It defines who can fill out, sign, or view certain documents (Manager, Employee, HR, etc.).
Roles also serve another purpose. They define what your teammates can do within a workspace. There are six roles: Workspace Owner, Supervisor, Auditor, Creator, Filler, and Guest.
Roles also serve another purpose. They define what your teammates can do within a workspace. There are six roles: Workspace Owner, Supervisor, Auditor, Creator, Filler, and Guest.
- The Workspace Owner is like the boss of a workspace. They own it, so they can manage and even delete it if needed. The Workspace Owner can send documents, create templates, design workflows, manage teammates, and handle payments.
- The Supervisor is like the captain of the team. They have all the powers of a Workspace Owner, except for the ability to delete the workspace.
- An Auditor is like a watcher. They can see all the documents, templates, and workflows within a workspace.
- A Creator is the document designer. They can send documents, create templates, and design workflows. But remember, they can only see and send documents from the templates and workflows they've created.
- A Filler is like a participant. They can send and delete their documents within team workflows. A teammate becomes a Filler after they accept an invitation to join a workspace.
- A Guest is like your event attendee. They're registered WorkFlow users who can view, fill out, and download documents sent to them.
S
Status is like the story of a document's journey. It tells you what's happening at each step.
S
A step represents an action in a workflow performed by a person or a bot. Steps occur one after the other when the conditions are met.
T
Tags are labels for your documents, templates, and workflows. They help you find what you need quickly.
T
A team workflow is like a party where everyone's invited. All teammates in a workspace can use it to send documents.
T
Teammates are your work buddies. They collaborate on team workflows and work on documents sent to them.
T
A template is a reusable document with pre-defined roles and fillable fields. Create it once and use it to send one packet of documents to different recipients every time you need it. You can even turn your template into a workflow to add automation magic.
V
A version is a specific configuration of a workflow. When you publish a new version, it automatically applies to every new document sent from that workflow. You can also revert to any previous version using the version history.
W
A workflow is your repeatable business process. You add fillable documents and forms, set up a step-by-step document journey, and then spice it up with automation using bots, autostarts, shareable links, and conditions. Whenever you change a published workflow, a new version is created.
A workspace is your digital command center. It's where you create, connect, and automate document workflows, collaborate with your team, and manage your work according to your role and permissions. Think of it as your online office space.
It's best to have one workspace per organization. If you need to separate different parts of your company, you can use groups.
It's best to have one workspace per organization. If you need to separate different parts of your company, you can use groups.
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