Manage Multiple Documents

This topic walks you through how to add and manage multiple documents in Workflow Designer.

You can manage multiple documents in your workflow. When you create a workflow, you can add multiple documents and tag each one separately. You can define when you want each document to be generated based off of your created conditions. When the document is generated in the Review step, your counterparty can sign and redline each document separately. Once your workflow reaches the Sign step, the documents will be merged into a single file and are sent out for signature. Once all of the signatures are collected, the document is stored as a single file.

If you would like to see a walkthrough of managing multiple documents, refer to Multiple Documents in Workflow Designer.

The ability to add multiple documents was created for three distinct purposes:

Note: While it might be tempting to build one super-workflow with all of your templates, we strongly advise against this. If you combine your templates outside of the three general use cases defined above, you may encounter the following:

• Unmanageable conditional questions and sections.
• Difficulties in triggering the correct roles under each conditional template.
• Problems determining the correct record type.
• Overlaps in business unit permissions.

Add Multiple Documents

Required Permissions: Administrator

Note: We do not recommend using more than 20 documents in a single workflow.

1. Click the Workflow Designer tab.
2. Click on the workflow configuration you want to edit.
3. Click the Document tab.
4. Click the Settings icon. You are directed to the Select paper source view.
5. Add additional files by clicking Add additional files or dragging and dropping the files from your computer’s file explorer to the designated file drop box.
6. Rename and reorder the files you uploaded.
7. Click Save Paper Source. The files are available in the horizontal navigation bar in the Document tab.

Configure Document Generation Using Conditions

Required Permissions: Administrator

1. If you want to define when a document is generated based off of a condition you created, click the Generate Document drop-down and select a condition. The document will be generated if the condition you selected is met.

File Management for Multiple Documents

Required Permissions:Administrator
Note: The signed agreement will only have one file name. This is because all of the documents from the workflow will be stored as a single file.

1. Click the Archive tab.
2. Click the File Management tab. Under Draft, each document has its own draft file.
3. Hover over the Document icon to see the name of the file.

Separate Existing Workflow Configurations

Required Permissions: Administrator

If you have an existing workflow that has multiple conditional templates, you can separate the templates without having to re-tag your document.

1. Click the Document tab.
2. Click Edit.
3. Copy and paste each template into a new Word document.
4. Save each Word document.
5. Add each document to the workflow. The documents should contain all of your previously added fields and conditions. The only setting that does not carry over is when the document is generated.
6. If you want, configure when the document should generate using conditions.