This article will provide you with a basic overview of workflows. This includes what they are, how they work, and useful tips to get the most out of them.
A workflow consists of a contract and all the business processes needed to execute it, such as approvals and signatures. A workflow generally follows this process:
- Launch: You, the workflow owner, launch a workflow from the Dashboard. You fill out the Launch Form. You must provide all of the initial information to generate the first version of the contract.
- Complete Forms: If the workflow was configured to send an internal and/or counterparty form, these will be sent post launch. You will be redirected post to the Create step. You can preview the launch forms and see who is assigned to the fill them out.
- Review and Collect Approvals: You are redirected to the Review step, after launch and form submission. Here, you can view and edit all the information you entered into the Launch Form. Your company administrator has configured who needs to review the contract based on its type or other inputs from the form you filled out. You can also share the contract with external parties using the Share Document feature. It's easy to collaborate via email, Activity Feed messages, or document comments. All activity on the workflow is also captured in the Activity Feed. Generally, contracts spend the most time in this step.
- Collect Signatures: Once all approvals have been collected, a signature packet is prepared. The contract is then sent out using your configured eSignature method. The counterparty receives an email asking them to sign the contract. The signed document is then stored in Ironclad.
- Archive Contract: Once all signatures have been collected, the final step is to Archive the contract. The assigned archiver must review the information, add any additional details that might be relevant, and archive the contract. The workflow is then stored as a record.
Workflows Interface
| Feature | Description |
|---|---|
| Workflow Name and Creation Details (1) | This section lists the workflow’s name, who created the workflow, and when they created it. You can rename the workflow by selecting the menu next to the workflow name, selecting "Rename workflow" and entering your preferred name. |
| Star (2) | You can add workflows to your Starred view by selecting the star located to the left of the workflow. When you star the workflow, it is only added to your Starred view on the Dashboard. Other users will not be impacted or see who else has starred a workflow. To learn more about views, refer to Manage Views. |
| More Actions (3) | The More Actions menu contains the options to rename, pause, cancel, and delete the workflow. |
| Expanded Details (4) | The Expanded Details indicates which step of the workflow process you are currently on. This section varies. It may feature a prompt or overview of the current review process, details surrounding the signature packet, or a prompt to archive the workflow. If you are on the Review step, it will feature your approvers. If you are on the Sign step, it will feature your signers. |
| Activity Feed (5) | The Activity Feed tracks all of the activity that takes place in each workflow. You can view real-time progress, updates, and even communicate with the other participants in your workflow by adding comments. Various document versions are also captured and saved in the Activity Feed so that you can reference previous negotiations and edits. |
| Workflow Access (6) | The Workflow Access section lets you see who has access to your workflow and invite new users. |
| Documents (7) | The Documents section is your central hub for managing documents. You can share, upload new versions, and edit, rename, download, or delete documents. Additionally, you can view documents and access their version history. From this section, you can also view and change turns between your company and the counterparty. |
| Properties (8) | Properties are pieces of information you need to collect for your contracting process, such as Counterparty Name or Agreement Date. In the Properties section, you can view and edit your properties. Editing properties will update the template document as well. |
Get The Most Out of Your Workflows
Workflows offer a variety of features that enable you to streamline your contract processes. Here are a few to start with:
- Bulk Actions: You can pause, cancel, resume, and archive workflows in bulk from the Dashboard.
- Activity Feed Search and Filters: The Activity Feed offers a robust search and filter options to easily find the information you’re looking for.
- Ironclad Editor: Ironclad Editor helps your legal team collaborate and negotiate by providing a central place for contract revisions.