Workflow components

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WorkDrive Workflow empowers you to automate repetitive tasks like approvals, data collection, and task assignments, making your business processes more efficient. By leveraging this feature, you can reduce errors, improve communication, foster collaboration, and streamline your content-specific operations.

Components of a workflow

Before setting up a workflow, let’s understand its key components:

Trigger: A trigger is an event that initiates the workflow. It serves as the starting point for the workflow process.
Example: You can set up a trigger to initiate the document review workflow automatically when a file is uploaded to a designated folder.
State: States in a workflow refer to the different stages or phases that a task or document goes through during the workflow process. Each state represents a specific step or milestone.
Example: After uploading, the document enters the Under review state, indicating it’s ready for review.
Transition: The pathway that connects two states in a workflow, representing the movement of a task or document from one stage to another. Once the workflow reaches a specific state, the user must choose one of the available transition paths to proceed and complete the workflow.
Example: After the document is reviewed, the user selects Approve (Transition) to move it to the Approved state.
Action: A predefined event or series of events that automate tasks at specific states or transitions in a workflow. Actions are triggered automatically when conditions are met, streamlining manual tasks such as sharing files, moving folders, or updating properties.
Example: Once the document is approved, an action automatically shares it with the team.

Triggers

The following is a comprehensive overview of all the available file and folder-based triggers and actions in WorkDrive:

List of triggers available in WorkDrive: In workflow, you can define both file and folder triggers based on the chosen workflow type (file/folder-based workflow).

Note: Triggers can only be set in the initial transition, and you can set a maximum of five triggers in each workflow.

File Triggers

The following file triggers can be set for your workflow:

File properties added or updated via data template

Whenever the properties of a file are added or updated via a data template, it can initiate the workflow. You can choose a custom field and set trigger conditions based on your requirements.

Use case: Imagine you're running a real estate agency and managing all your agreements in WorkDrive. To organize your data efficiently, you use data templates to categorize agreements, such as sale agreements, lease agreements, rental agreements, and more. Whenever an agreement type is updated, you can trigger a workflow tailored to the selected agreement and add actions like move, share, and more.

Here's how you can configure it:

From the File trigger dropdown, select the When properties are added/updated via data template option.
Choose the corresponding data template and optionally add the trigger condition if required.
Click + Add condition if you prefer to assign a trigger condition. The Select criteria window will appear.

Select the custom field.
Set a condition based on the custom field.
Choose a default value.
Click + to add other conditions, then select Apply.

Click Create.

File uploaded

You can configure a file upload event as the trigger to initiate your workflow whenever a file is uploaded to a specific folder.

From the File trigger dropdown, choose When file is uploaded.
Click Select Folder and choose a folder in which you'd like to monitor the upload event.
Click Select.
Click + Add condition if you prefer to assign a trigger condition. The Select criteria window will appear.

Choose either a File name or a File type.
Set a condition and enter keywords for the trigger condition.
Click + to add other conditions and select Apply.

Click Create.

File moved

You can configure a file move event as the trigger to initiate your workflow whenever a file is moved from a specific folder.

From the File trigger dropdown, choose When file is moved.
Click Select Folder and choose a folder in which you'd like to monitor the move event.
Click Select.
Click + Add condition if you prefer to assign a trigger condition. The Select criteria window will appear.

Choose either a File name or a File type.
Set a condition and enter keywords for the trigger condition.
Click + to add other conditions, then select Apply.

Click Create.

File copied

You can configure a file copy event as the trigger to initiate your workflow whenever a file is copied from a specific folder.

From the File trigger dropdown, choose When file is copied.
Click Select Folder and choose a folder in which you'd like to monitor the copy event.
Click Select.
Click + Add condition if you prefer to assign a trigger condition. The Select criteria window will appear.

Choose either a File name or a File type.
Set a condition and enter keywords for the trigger condition.
Click + to add other criteria and select Apply.

Click Create.

File created

Whenever a file is created in a folder, it can be set as a trigger to initiate the workflow.

From the File trigger dropdown, choose When file is created.
Choose a folder in which you'd like to monitor the file creation event.
Click Select.
Click + Add condition if you prefer to assign a trigger condition. The Select criteria window will appear.

Choose either a File name or a File type.
Set a condition and enter keywords for the trigger condition.
Click + to add other conditions and select Apply.

Click Create.

File marked as ready

Whenever a file is marked as ready from the draft state, it can be set as a trigger to initiate the workflow.

From the File trigger dropdown, choose When file is marked as ready.
Click Select Folder and choose a folder in which you'd like to monitor the mark as ready event.
Click Select.
Click + Add condition if you prefer to assign a trigger condition. The Select criteria window will appear.

Choose either a File name or a File type.
Set a condition and enter keywords for the trigger condition.
Click + to add other conditions and select Apply.

Click Create.

Folder Triggers

The following folder triggers can be set for your workflow:

Folder properties added/updated via data template

Whenever the properties of a file are added or updated via a data template, it can initiate the workflow. You can choose a custom field and set trigger conditions based on your requirement.

Use case: If you’re managing multiple real estate projects, data templates can help you organize folders by project status. For example, you can create custom fields such as Planning, Under Construction, Ready for Accommodation, and Sold. When a folder’s status is updated to any of these fields, a workflow can be set up to automatically move it to the corresponding folder.

From the Folder trigger dropdown, select When properties are added/updated via data template.
Click Select Folder and choose a folder in which you'd like to monitor the folder properties modified event.
Click Select.
Search to select the associated data template and click Create.
Click + Add condition if you prefer to assign a trigger condition. Select criteria window will appear.

Select the custom field.
Set a condition based on the custom field.
Choose a default value.
Click + to add other criteria and select Apply.

Folder uploaded

Whenever a folder is uploaded to a Team Folder or My Folder, it can be set as a trigger to initiate the workflow.

From the Folder trigger dropdown, select When folder is uploaded.
Click Select Folder and choose a folder in which you'd like to monitor the folder upload event.
Choose Select.
Click + Add condition if you prefer to assign a trigger condition. The Select criteria window will appear.

Choose Folder Name from the dropdown.
Set a condition and enter keywords for the trigger condition.
Click + to add other conditions and select Apply.

Click Create.

Folder moved

Whenever a folder is moved to another folder, it can be set as a trigger to initiate the workflow.

From the Folder trigger dropdown, select When folder is moved.
Click Select Folder and choose a folder in which you'd like to monitor the move event.
Choose Select from the bottom of the window.
Click + Add condition if you prefer to assign a trigger condition. The Select criteria window will appear.

Choose Folder Name from the dropdown.
Set a condition and enter keywords for the trigger condition.
Click + to add other conditions and select Apply.

Click Create.

Folder copied

Whenever a folder is copied to another folder, it can be set as a trigger to initiate the workflow.

From the Folder trigger dropdown, select When folder is copied.
Click Select Folder and choose a folder in which you'd like to monitor the copy event.
Choose Select from the bottom of the window.
Click + Add condition if you prefer to assign a trigger condition. The Select criteria window will appear.

Choose Folder Name from the dropdown.
Set a condition and enter keywords for the trigger condition.
Click + to add other conditions and select Apply.

Click Create.

Folder created

Whenever a folder is created to another folder, it can be set as a trigger to initiate the workflow.

From the Folder trigger dropdown, select When folder is created.
Click Select Folder and choose a folder in which you'd like to monitor the create event.
Choose Select from the bottom of the window.
Click + Add condition if you prefer to assign a trigger condition. The Select criteria window will appear.

Choose Folder Name from the dropdown.
Set a condition and enter keywords for the trigger condition.
Click + to add other conditions and select Apply.

Click Create.

Actions

Actions are predefined tasks or a sequence of tasks that are automatically executed at specific states or transitions within a workflow. These actions eliminate the need for manual intervention by automating tasks like sharing files, moving folders, or updating properties whenever predefined conditions are met.

Both file and folder actions can be configured in a workflow, either during transitions or within specific states. You can define up to five actions for each state or transition, ensuring efficient workflow management and task automation.

To set file and folder-based actions in a state:

Click a state. The State pane will appear on the right.
Click + Add under the Instant Actions field to display the list of available file and folder-based instant actions.

To set file and folder-based actions in a transition:

Click a transition. The Transition pane will appear on the right.
Here, you'll see three tabs: Before, During, and After.
In the After tab, select + Add under the Instant Actions field to display the list of available file and folder-based instant actions.

List of file and folder-based actions available in WorkDrive:

File Actions

You can set up a file-sharing action within any transition or state of your workflow. This action will be executed automatically once the predefined conditions are met, ensuring seamless file sharing as part of your workflow.

For example, you have a workflow to review and approve a document. After the review is completed, you can configure a share action to automatically share the reviewed document with approvers for final approval. This helps eliminate inconsistencies and streamlines the review-approval process.

To do this:

Open the + Add dropdown and select Share from File actions.
In the Share file dropdown, choose one of the following options:

File that triggered this workflow (Only available for file-based workflows): Automatically selects the file that initiated this workflow.
Select file from WorkDrive: Search for the required file in WorkDrive, select it, and click Pick.

Click + below Share with and enter the email addresses of the members you wish to share the file with.
Assign the appropriate Access Level for the members and click Share.
Click Save.

To include more actions, click +Add under Instant Actions and configure them as needed.

Move

You can configure a file-move action within any transition or state in your workflow. This action will execute automatically when the predefined conditions are met, helping you maintain an organized file system.

Imagine you have a workflow to approve documents. Once a document is approved, you can configure a move action to automatically relocate the approved file to a designated folder, ensuring better file organization.

To do this:

Open the + Add dropdown and select Move from File actions.
In the Select a file to move dropdown, choose one of the following options:

File that triggered this workflow (Only available for file-based workflows): Automatically selects the file that initiated this workflow.
Select file from WorkDrive: Search for the required file in WorkDrive, select it, and click Pick.

Click Select a destination folder to choose a folder to move the selected file.
Click Save.

To include more actions, click +Add under Instant Actions and configure them as needed.

Copy

You can set up a file-copy action within any transition or state of your workflow. This action will execute when the predefined conditions are met, enabling you to duplicate files for backup or further processing.

For example, consider a workflow where you need to send a document for approval but also retain a copy of the original file in a separate folder for reference. By configuring a copy action, the file can be duplicated and stored in the designated folder, ensuring that the original remains intact.

To do this:

Open the + Add dropdown and select Copy under File actions.
From the Select a file to copy dropdown, choose one of the following options:

File that triggered this workflow (Only available for file-based workflows): Automatically selects the file that initiated this workflow.
Select file from WorkDrive: Search for the required file in WorkDrive, select it, and click Pick.

Click Select a destination folder and choose the folder where the file copy should be stored.
Click Save to finalize the copy action.

To include more actions, click +Add under Instant Actions and configure them as needed.

Associate data template

You can associate a data template with a file as part of your workflow. By associating data templates, you can structure your data effectively, making it easier to locate and manage files when needed.

Data templates and custom fields: Data templates allow you to add custom information or properties to files and folders. Once associated with a data template and populated with custom values, these files and folders can be easily searched and filtered using the Data Templates filter. Learn more about data templates and custom fields

Imagine you're managing a workflow for project documentation. Each project involves various files, such as proposals, plans, and progress reports. To keep everything organized and searchable, you can associate a data template that includes fields like Project Name, Project ID, Start Date, and Due Date with each file.

To do this:

Open the + Add dropdown and select Associate a data template under File actions.
Click the Select a file to associate dropdown, choose one of the following options:

File that triggered this workflow (Only available for file-based workflows): Automatically selects the file that initiated this workflow.
Select file from WorkDrive: Search for the required file in WorkDrive, select it, and click Pick.

Click the Select a data template to associate dropdown and choose the desired data template.
Click Associate to link the selected data template to the file.
Click Save to finalize the configuration.

To include more actions, click +Add under Instant Actions and configure them as needed.

Mark as Final

You can set up a Mark as Final action within any transition or state of your workflow. This action automatically locks the selected file once the defined conditions are met, restricting further edits until editing is manually re-enabled. It’s particularly useful for scenarios where a document reaches its final version and needs to be preserved without further changes.

For example, after a document has passed all review and approval stages, you can configure a Mark as Final action to lock the file, ensuring its contents remain unchanged. This prevents accidental edits and clearly indicates that the file is finalized.

To do this:

Open the + Add dropdown and select Mark as Final from File actions.
In the Choose file dropdown, select one of the following options:

File that triggered this workflow (Only available for file-based workflows): Automatically selects the file that initiated this workflow.
Select file from WorkDrive: Search for the required file in WorkDrive, select it, and click Pick.

Click Save.
Once this action is executed, the selected file will be locked and marked as final. Users will no longer be able to edit it unless editing is explicitly re-enabled.

To include more actions, click +Add under Instant Actions and configure them as needed.

Folder Actions

You can set up a folder-sharing action within any transition or state of your workflow. This action will execute automatically once the predefined conditions are met, ensuring seamless folder sharing as part of your workflow.

For example, imagine you're managing a workflow for product development. Each project involves a dedicated folder containing design files, specifications, and meeting notes. Once the design phase is complete, the folder needs to be shared with the marketing team for campaign preparation. Instead of sharing the folder manually, you can automate this step using the Share Folder action.

To do this:

Open the + Add dropdown and select Share under Folder actions.
Click the Select a folder to share dropdown, choose one of the following options:

Folder that triggered this workflow (Only available for folder-based workflows): Automatically selects the folder that initiated this workflow.
Select folder from WorkDrive: Search for the required folder in WorkDrive, select it, and click Pick.

Click + below Share with and enter the email addresses of the members you wish to share the folder with.
Assign the appropriate Access Level for the members and click Share.
Click Save to finalize the configuration.

To include more actions, click +Add under Instant Actions and configure them as needed.

Move

You can configure a folder-move action within any transition or state in your workflow. This action will automatically execute when the predefined conditions are met, helping you maintain an organized folder structure.

For example, imagine you have a workflow to manage project approvals. Once a project is approved, you can configure a move action to automatically relocate the corresponding folder to a Approved documents location, ensuring better organization and accessibility.

To do this:

Open the + Add dropdown and select Move under Folder actions.
Click the Select a folder to move dropdown, choose one of the following options:

Folder that triggered this workflow (Only available for folder-based workflows): Automatically selects the folder that initiated this workflow.
Select folder from WorkDrive: Search for the required folder in WorkDrive, select it, and click Pick.

Click Select a destination folder to specify where the selected folder should be moved.
Click Save to finalize the configuration.

To include more actions, click +Add under Instant Actions and configure them as needed.

Copy

You can configure a folder-copy action within any transition or state in your workflow. This action will automatically execute when the predefined conditions are met, allowing you to create duplicates of important folders in the desired location while retaining the original structure.

For example, imagine you have a workflow to archive project folders after completion. Instead of moving the folder, you can configure a copy action to duplicate the folder in an Archived Projects directory, keeping the original folder intact in its current location for future reference.

To do this:

Open the + Add dropdown and select Copy under Folder actions.
Click the Select a folder to copy dropdown, choose one of the following options:

Folder that triggered this workflow (Only available for folder-based workflows): Automatically selects the folder that initiated this workflow.
Select folder from WorkDrive: Search for the required folder in WorkDrive, select it, and click Pick.

Click Select a destination folder to specify where the selected folder should be copied.
Click Save to finalize the configuration.

To include more actions, click +Add under Instant Actions and configure them as needed.

Associate a data template

You can associate a data template with a folder as part of your workflow. This helps you structure folder data effectively, making it easier to organize and locate folders when needed.

For example, you're managing a workflow for organizing client projects. Each client project folder contains multiple subfolders, such as contracts, deliverables, and invoices. To make folder management more efficient, you can associate a data template with fields like Client Name, Project ID, Start Date, and End Date with each folder.

To do this:

Open the + Add dropdown and select Associate a data template under Folder actions.
Click the Select a folder to associate dropdown, choose one of the following options:

Folder that triggered this workflow (Only available for folder-based workflows): Automatically selects the folder that initiated this workflow.
Select folder from WorkDrive: Search for the required folder in WorkDrive, select it, and click Pick.

Click the Select a data template to associate dropdown and choose the desired data template.
Click Associate to link the selected data template to the folder.
Click Save to finalize the configuration.

To include more actions, click +Add under Instant Actions and configure them as needed.

Create Folder

You can create a new folder within any transition or state of your workflow. This action will create a new folder in the destination location automatically when the predefined conditions are met, enabling you to organize files and folders efficiently.

Consider this: you're managing an employee onboarding workflow. For each new hire, you need to create a dedicated folder to store their documents, such as offer letters, contracts, and onboarding checklists. Instead of creating these folders manually, you can automate the process with the Create Folder action.

To do this:

Open the + Add dropdown and select Create Folder under Folder actions.
Click the Select a destination folder dropdown, choose one of the following options:

Folder that triggered this workflow (Only available for folder-based workflows): Automatically selects the folder that initiated this workflow.
Select folder from WorkDrive: Search for the required folder in WorkDrive, select it, and click Pick.

Enter a name for the new folder.
Click Save to finalize the configuration.

To include more actions, click +Add under Instant Actions and configure them as needed.

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Workflow components

Workflow components

Components of a workflow

Triggers

File Triggers

File properties added or updated via data template

File uploaded

File moved

File copied

File created

File marked as ready

Folder Triggers

Folder properties added/updated via data template

Folder uploaded

Folder moved

Folder copied

Folder created

Actions

File Actions

Share

Move

Copy

Associate data template

Mark as Final

Folder Actions

Share

Move

Copy

Associate a data template

Create Folder

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