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 to the Create step after the workflow is launched. You can preview the internal or counterparty forms and see who is assigned to the fill them out.
- Review, Negotiate, and Collect Approvals: After launch and additional form submission, you are then directed to the Review step. 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 workflow based on its record type and other inputs collected from forms. 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, workflows spend the most time in this step.
- Collect Signatures: Once all approvals have been collected, a signature packet is prepared. The packet is then sent out using your configured eSignature method and provider. All counterparty and internal signers receive an email requesting they sign the contract. The signed document is automatically stored in Ironclad if it went through the configured process. If it gets signed outside the system, it can be uploaded as a partially or fully signed packet at this stage as well. At the end of this stage, any contracts are fully executed.
- Archive Contract: Once all signatures have been collected and any contracts are executed, the final step is to archive the contract. The assigned archiver must review the information, update any properties that might be relevant, and archive the contract. The completed workflow is then stored as a record.
Workflows Interface
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.
| 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. |
| Progress Banner & Expanded Details (4) |
The Progress Banner helps you track where you are in the contract process. It shows the Stage of the workflow you are currently on (4a). It is also where turn tracking can be reviewed and updated. 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. In each case, it shows you what actions are available and who is next to take such actions. |
| 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 are participants on the workflow and add more partipicants. |
| Documents (7) |
The Documents section is your central hub for managing documents. You can share, upload new documents or new document versions, and edit, rename, download, or delete documents. You can also view documents, reset from template, compare versions, and change turns between your company and the counterparty. During the Review step, documents are included in the signature packet in the order signers will see, and it also calls out which documents are excluded from the signature packet. |
| 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 a property will update any templated document tagged with that property 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.