Workflows are a powerful automation tool built in to Revver, allowing you to automate almost every facet of the document management process. Workflows empower your business by automating the overhead on menial tasks, giving you the time to work on what matters most.

What feature access necessary for workflows is determined by what your user needs to be able to do.

If your user simply needs enough access to be a part of a workflow, participating stages or steps, then the only required feature is 'Workflow'. This will allow your user to participate in workflows and start workflow instances, as well as delete workflow instances that are assigned to them.

If your user needs to be part of an approval process within a workflow, your user will also require 'Workflow Approval' alongside 'Workflow'.

If your user needs to be able to create, edit, or delete workflows, your user will require the the 'Workflow Management' feature. This feature also allows users to manage workflow instances for all users across the account.

Accessing Workflows is done by either clicking on the 'Workflow' option in the navigation bar on the left hand side of your screen, or by clicking 'All Features' and selecting 'Workflow' located in the 'Work' column.

The workflows page is separated into tabs, with the main tab being the 'Workflows' tab. This tab lists all of the workflows on your account.

The 'Instances' tab provides access to all past and present workflow instances on your account. Each listing on the workflow instances tab will show relevant data, such as the stage it is currently on, if the workflow has succeeded or failed, and who it is currently assigned to.

More information on how to manage workflow instances is coming soon in a future guide.

Workflows can be exported from this tab by clicking on the three-dot icon located to the right of the filter options.

This allows you to retrieve a list of workflow instances within a certain date range.

For more information on the workflow instance CSV export tool, please see the following article:

The workflow dashboard gives you a broad overview of the workflows being run on your account. The drop-down menu at the top of the page allows you to choose the time frame, and the dashboard will update to show the relevant data for workflows run within that time frame.

The history tab functions as an audit log for the workflows run on your account. Similar to the workflow instances tab, this information can be exported for auditing or data collection purposes.

To export your workflow instance history, click on the 'Export Workflow History' button. Revver will then generate a CSV file for you to download to your computer.

This section provides an overview of the concepts used in Revvers Workflow feature.

Stages represent the sequential order the workflow runs in. Each stage can contain a number of actions, or steps, that it will perform while on that stage. All steps within a stage occur at the same time in Revver.

A basic stage in a Revver workflow will:

But those are just the basic requirements, stages can also be configured to operate in different ways, such as:

An assignee in a workflow is the Revver user that will be responsible for completing the workflow when/if it is assigned to them. A workflow can contain multiple assignees, which the workflow will pick from when an instance is started.

Default assignees are the user that the workflow will most likely pick when a workflow instance is started.

Approvers are separate from assignees and only interact with the workflow stage once it is awaiting completion. Their job is to approve or reject the current stage, which can be used to determine whether a workflow continues on to other stages towards success and completion, or ceases on the current stage as a rejection.

Workflow Approvers:

Stage routing is how you determine the order the stages will progress in your workflow. For example, in a workflow that includes an approval process, the acceptance/rejection by that approval can determine if the workflow instance moves on to another stage, completes successfully, or completes as "failed".

Routing can be configured to repeat stages, jump to another stage both sequentially and non-sequentially, end the workflow, or route to another stage based metadata information on a workflow asset.

Profile routing in workflows is a powerful way to utilize metadata on your document to empower your workflows with greater automation and customization. This feature allows you to configure a "route" that the workflow will take based on metadata fields and values on the asset being used in the workflow.

For example:
If your document approval process needs to go to specific members of your organization based on account ownership, you could configure a route that will check the account owner metadata field and have it route to the stage in your workflow that assigns the approval process to that account owner.

Metadata routing includes all of the same functionality as the stage routing settings, allowing you to move the workflow instance to different stages in or out of sequence, repeat stages, or complete/stop the instance entirely.

Steps can be configured to process automatically, or require manual input from that stages assignee. When steps are configured to process automatically, all steps will occur at the same time. When configured to require the assignee to process the step manually, the steps are presented to the assignee in the order they appear in the stage.

An asset is the object that is being worked on or being utilized during the course of a workflow. Assets can be individual files, groups of files, or container items such as drawers and folders.

There are two types of assets, static assets and manual assets. Choosing a static asset in a workflow means that the specific asset you choose is always the one that will be used or referenced when the workflow is run. A manual asset is an asset that will be determined when the workflow is run and can represent a different item each time the workflow is run.

For example:
If you are processing client approvals/rejections using workflows, the client file needing approval would be a manual asset. Representing a different client file each time that is selected or determined when the workflow is run.

But the rejection folder where the client file is sent to when not approved could be static, as it will always be the same rejection folder each time the workflow is run.

Workflow Assets:

The most basic workflow example only requires a few components: A stage, a step within that stage, and an assignee.

Navigate to the Workflows page by clicking on 'Workflow' in the navigation bar on the left hand side of the Revver screen.

There, create a new workflow by clicking on 'Create Workflow' at the top right.

Add a stage to the workflow by clicking on the 'Create Stage' button, located on the right hand side of the workflow page.

In order for your stage to work, you will require at least one assignee, which you can choose from your users list using the box on the right below the stage number and title. In order to be eligible as a workflow assignee, the user or group selected must have the 'Workflow' feature enabled.

Optionally, if this stage requires an approver or a timeframe, check the boxes and configure those options on the left. Your workflow stage can also be given a name if necessary.

Within your stage, click on the 'Add Step' button, you will be presented with a list of available steps that can be used in a workflow.

Each step can be configured in a wide variety of ways, but most will require at least one asset to be defined in order for it to work.

For example, this workflow is going to incorporate a upload step, in order for it to function I need to define a location and the asset being uploaded. The destination asset is going to be a static file path in the Revver account, but the upload asset must be a manual one. When the workflow is run, the assignee will be asked to upload a file to complete the step, which will then be stored in the static destination selected in that step.

To save your workflow, click on the 'Save' button at the bottom of the page. When editing or updating existing workflows, you can also click on 'Save As' to save as a workflow rather than overwriting the existing one.

To get in contact with our technical services team for assistance select the chat bubble in the lower right corner. Initially you will connect with our AI bot Fin. If Fin is unable to answer your question please select the talk to a person button below his answer to speak with a member of our technical services department. Fin can also transfer you to a live representative at any time, just ask Fin to "transfer me to a live technician".