🔄 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.

ℹ️ 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:

Navigate to Flows

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

In the top-right corner, click Add Flow
Name Your Flow

Enter a clear and descriptive name for your flow

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

Define Step Purpose

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

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

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

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

ℹ️ 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

Drafting (Legal Team)
Review (Department Manager)
Final Approval (Senior Management)
Client Signature (External Party)

Internal Policy Flow

Draft Creation (Policy Owner)
Stakeholder Review (Department Heads)
Legal Review (Legal Team)
Executive Approval (Leadership)
Publication (Communications Team)

Vendor Onboarding Flow

Application Review (Procurement)
Financial Check (Finance)
Security Review (IT Security)
Final Approval (Vendor Manager)
Contract Execution (Legal)

ℹ️ 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

Flows