Flows

Create approval workflows for your documents

🔄 Flows

Flows in Wraft define the lifecycle of a document as it progresses through your organization — from initial drafting to final signing. Each flow is made up of sequential steps that represent actions or review points such as "Drafting", "Review", "Approval", and "Signature".

Overview

Each step can be assigned to specific users with defined roles, allowing for a transparent and structured workflow. By setting up flows, teams can standardize their document handling process, eliminate bottlenecks, and ensure that important approvals aren't missed.

â„šī¸ Info: Think of a Flow as the roadmap that every document follows, ensuring it reaches the right people at the right time.


Creating a Flow

To create a custom flow in Wraft:

  1. Navigate to Flows

    Flow Section

    Navigate to the Manage section in the sidebar and click on Flow

  2. Add New Flow

    In the top-right corner, click Add Flow

  3. Name Your Flow

    Enter a clear and descriptive name for your flow

    Examples: Standard Contract Flow, Vendor Onboarding, Internal Memo Approval

  4. Save Initial Flow

    Click Create Flow to save your new flow structure


Adding Steps to the Flow

Each flow is composed of one or more steps. These steps represent the different phases a document will pass through.

Example Sequence:

Drafting → Review → Approval → Signature

For Each Step:

  1. Define Step Purpose

    Clearly identify what happens at this step (e.g., Legal Review, Manager Approval, Client Signature)

  2. Assign Roles

    Choose from roles such as Reviewer, Approver, Signatory, etc. These roles should already be defined in your workspace settings

  3. Assign Users

    Select one or more users who will be responsible for that step

  4. Set Step Conditions

    Optionally, define step-specific instructions or conditions (e.g., deadlines, notifications)

â„šī¸ Info: Assigning roles upfront helps maintain accountability and ensures that documents move smoothly without delays.


How Flows Work

Once a flow is set up and assigned to documents:

  • Sequential Processing: Documents progress through steps in the defined order
  • User Notifications: Users receive notifications or task prompts when a document reaches a step they are responsible for
  • Automatic Progression: Once a step is completed (e.g., approved by a manager), the document automatically progresses to the next step
  • Status Tracking: You can monitor where any document is in the workflow process

Flow Management

Monitoring Flow Progress

Flow Log

The Log section shows a timeline of document activity, including:

  • Who reviewed, approved, or signed the document
  • When each action occurred
  • Current status and next steps

This helps track progress, maintain accountability, and ensure transparency across the team.

Flow States

Documents in flows can have various states:

  • Pending: Waiting for action from assigned users
  • In Review: Currently being reviewed
  • Approved: Step completed successfully
  • Rejected: Requires revisions or resubmission
  • Completed: All flow steps finished

Use Case Examples

Contract Approval Flow

  1. Drafting (Legal Team)
  2. Review (Department Manager)
  3. Final Approval (Senior Management)
  4. Client Signature (External Party)

Internal Policy Flow

  1. Draft Creation (Policy Owner)
  2. Stakeholder Review (Department Heads)
  3. Legal Review (Legal Team)
  4. Executive Approval (Leadership)
  5. Publication (Communications Team)

Vendor Onboarding Flow

  1. Application Review (Procurement)
  2. Financial Check (Finance)
  3. Security Review (IT Security)
  4. Final Approval (Vendor Manager)
  5. Contract Execution (Legal)

â„šī¸ Info: Flows provide structure and compliance, especially in regulated or multi-layered approval environments.


Best Practices

Flow Design

  • Name flows clearly to reflect their purpose
  • Keep flows simple when possible — overly complex flows can confuse users and delay processes
  • Define clear step descriptions so users understand their responsibilities
  • Set realistic timeframes for each step

Role Management

  • Assign roles before assigning users to improve long-term manageability
  • Use role-based assignments rather than individual users when possible
  • Plan for user availability (vacation coverage, backup approvers)

Process Optimization

  • Periodically review and refine flows as your team structure or document types evolve
  • Gather feedback from users about flow efficiency
  • Monitor bottlenecks and adjust accordingly
  • Document flow purposes for team reference

Integration with Other Features

Variants

Flows can be attached to Variants so that documents generated from specific templates automatically follow the appropriate approval process.

Document Creation

When creating documents, flows ensure proper review and approval before finalization. Learn more about Document Creation.

Workspace Roles

Flows work with your workspace roles and permissions to ensure only authorized users can approve or modify documents.