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:
| Use Case | Solution |
|---|---|
| WonderWeb Inc. needs to generate an HR agreement in 15 different languages. | WonderWeb Inc. can add 15 documents, one in each language, to their workflow. They can then configure when the document is generated based on a language condition. |
| WonderWeb Inc. needs to send out an Order Form and an MSA.The documents need to be signed together, but redlined separately. | WonderWeb Inc. can individually add both documents to their workflow. The documents will always be sent out together, but they can be redlined separately. |
| WonderWeb Inc. needs to generate an agreement with conditional addendums. | WonderWeb Inc. can add addendums to their workflow. They can then configure when the document is generated based on a set of conditions of their creation. |
Best Practices
Below are a list of best practices to consider when configuring your documents:
- Consider common data needs, differences in approvals, etc., when deciding on workflows.
- If it's more work to maintain two workflows than to add limited conditions, one workflow may make sense.
- If handling all edge cases with conditions is more work than creating a new workflow for a second type, consolidation is likely not the best approach.
- Consider how much the contracts/contract types have in common in terms of data, approvals, signature process, and ownership. Separate workflows are best if any of these elements differ radically.
- For amendment processes, it may make sense to have an agreement type and corresponding amendment process in the same workflow, but not always.
- Use the Record Type, language, and specific questions (e.g., “Mutual” vs. “Unilateral” for NDAs) to determine the contract being generated in a workflow.
- Avoid including completely unrelated contract types in the same workflow.
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.
- Click the Workflow Designer tab.
- Click on the workflow configuration you want to edit.
- Click the Document tab.
- Click the three stacked dots located in the top right corner, and then select Manage Paper Source. You are directed to the Select paper source view.
- 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.
- Rename and reorder the files you uploaded.
- 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
- 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.
- Click the Archive tab.
- Click the File Management tab. Under Draft, each document has its own draft file.
- 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.
- Click the Document tab.
- Click Edit.
- Copy and paste each template into a new Word document.
- Save each Word document.
- Add each document to the workflow. The documents should contain all of your previously added properties and conditions. The only setting that does not carry over is when the document is generated.
- If you want, configure when the document should generate using conditions.