Workflow Capabilities, Best Practices, & Use Cases

• Capabilities
• Best Practices
• Use Cases
• Workflow Tasks

Before You Begin

Capabilities

• Add a workflow from our library or create your own.
• Use documents uploaded to one workflow task as the input document in another workflow task.
• Use documents output from one workflow task as the input document in another workflow task.
• Pre-fill fields (This ability varies by field type).
• Autofill fields.
• Export workflows.
• Customize workflow names and urls. 
• Unlimited signers, unlimited view tasks with a viewer per view task, and up to 6 participants can edit a .docx file.
• Our workflow builder is peppered with question mark icons that you can click to access helpful information and tips on navigating the workflow builder.
• Add images and videos to web forms.
• Display custom instructions to guide a participant when they arrive at certain tasks in the workflow.
• Start and manage workflows programmatically using Docubee API.
• Use Docubee API to import and export files and data between systems.

Best Practices

• Every workflow in Docubee's workflow engine must begin with a web form task. We recommend using this first web form task to gather basic identifying and contact information from your workflow participants.
• Name all your tasks appropriately to identify its purpose. All tasks will have a default task name and you should modify it to something that is meaningful and descriptive to help identify the task and distinguish it from others.
• When a "Back" action button is included in a workflow, a loop is created that will repeat the task causing “double burning” of the PDF document. Prevent this by storing a master copy of the document within the loop (in a Combine Documents task) to ensure Docubee pulls a fresh document ID each time the workflow cycles.
• Before adding PDF documents to a workflow, make sure to “flatten” them first. Some PDF documents may have interactive fillable fields overlaid on them that will interfere with Docubee’s fillable fields.

Use Cases

• HR onboarding
• Patient intake
• Legal intake
• Invoice signing and purchase order
• Operational compliance records
• Lease Agreement
• Contractor Agreements

Workflow Tasks

• Fill a web form and use the information in other workflow tasks.
• Fill and sign an uploaded document or a document output from another workflow task.
• Allow a participant to fill a document referenced from another workflow task. See Create Document Form in Types of Task for more information.
• Allow participants to view, comment, and modify a document. 
• Allow a participant to view a previously uploaded document.
• Remind a participant about an incomplete workflow task. Task and escalations reminders are available in all user tasks except a web form that starts a workflow.
• Send email notifications to participants.
• Export documents with data to a specified destination.

• Collect field information using webhooks and send the field values to a URL for integration to other applications/systems.
• Integrate with Zapier to use the occurrence of certain events in their solution as triggers to start instances of your Docubee workflow.
• Combine documents to PDFs using conditional logic.
• Combine multiple documents from your workflow into a single .zip archive which can be exported or sent by email.
• Generate documents using data collected in its previous tasks. See Generate Document from Form Data in Types of Tasks for more information.
• Generate a document summary using AI. See Generate Document Summary with AI in Types of Tasks for more information.
• Perform complex calculations by creating and using properties.
• Follow a certain path in the workflow based on the rules specified and satisfied. Watch Using Conditional Logic for more information.
• Traverse multiple workflow paths simultaneously with parallel branches.
• Jump to another branch in the workflow using links.
• Add a delay in a downstream process in the workflow using timers.
• Control workflow states, such as, completion, cancelation, milestone, etc. See Workflow State Tasks in Types of Tasks for more information.

Related Information