Process files enable you to automate a workflow by assigning tasks and requesting approvals, all in one place. In this article, you'll learn how to create a process and add actions.
Create a process
Before assigning your tasks, you’ll need to create a process file.
Note: While multiple collaborators can edit a process, only one user at a time can make edits. If multiple users are editing a process at once, some updates might not be saved.
To create a new process:
- From Home, click Create .
- From the menu, select Process.
- Double-click the process name to edit.
- Expand the drop-down menu to select the action trigger.
- All at the same time starts all actions as soon as you run your process
- One after another waits for the first action in the process to finish before starting the next one
- Manual allows you to manually start each action once you run your process
Add an action
After creating your process, you can add your first action from the Add action button in the toolbar or within the editor. There are four types of actions:
- Tasks notify users of an assignment to complete
- Content requests are tasks attached to a specific section of a file, automatically granting the selected user permission to add their content. Learn more about adding content requests to processes.
- Certifications are tasks specifically for sending out letters to be signed. Learn more about adding certification actions to processes.
- Bulk certifications are for sending out copies of a single letter to multiple people at once. A separate certification action for each assignee will be added to the process.
After adding an action, fill out the fields directly in the row or in the Action details right panel. Click a row to view more details in the panel. Each action must include the following information:
- Title: The name of the action
- Assigned to: The assignee that needs to complete the task
You can also add:
- Due date (optional): When the assignee needs to complete the task by
- Approval by (optional): The approver who will approve the assignee’s content or return it for further rework
- Approval due (optional): When the approver needs to approve the task by
- File (optional for a Task): The file where content is needed
- Section (optional for a Task): The specific section in the file where content is needed
- Instructions (optional): Add any additional information needed to complete the task
- Tags (optional): Identifying information about the action using a category and a value (ex: Priority: Low)
To change the order of your actions, click on an action’s row item and move one action at a time using Move down or Move up in the toolbar.
Duplicate an action
You can duplicate actions using the dropdown menu next to each action. Duplicate actions to quickly create tasks attached to the same file location.
To duplicate an action:
- Click the dropdown arrow next to your action.
- Select Duplicate action.
When you duplicate an action, it is placed directly below the selected action. You can also select Add action after to create a copy of the same action type with all fields empty.
Bulk edit actions
You can edit various fields for multiple actions at once. Select one or more actions to edit, click the Edit actions dropdown, and select the field you want to edit.
Learn more about bulk editing actions in a process.
Delete an action
To delete an action from the process:
- Click the dropdown arrow next to your action.
- Select Delete action.
You can also select one or more actions and click Delete action in the toolbar.
Process properties
You can click Properties in the toolbar to:
- Change the process Name
- Select a Process due date as a goal for when the process should be completed. The process will continue to run even if the due date passes and the process still isn't complete.
- Change the Action trigger
If your process has certification actions, you can also manage the certification properties here. Learn more about certification properties.
Run a process
After building your process, click Run in the toolbar. Running a process starts your actions according to your process’s action trigger, and each assignee will receive an email with a link to view their task.
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