Flows
Create approval workflows for your documents
đ Flows
Flows in Wraft define the lifecycle of a document as it progresses through your organization â 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.
âšī¸ 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:
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Navigate to Flows
Navigate to the Manage section in the sidebar and click on Flow
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Add New Flow
In the top-right corner, click Add Flow
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Name Your Flow
Enter a clear and descriptive name for your flow
Examples:
Standard Contract Flow
,Vendor Onboarding
,Internal Memo Approval
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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 â Review â Approval â Signature
For Each Step:
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Define Step Purpose
Clearly identify what happens at this step (e.g., Legal Review, Manager Approval, Client Signature)
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Assign Roles
Choose from roles such as Reviewer, Approver, Signatory, etc. These roles should already be defined in your workspace settings
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Assign Users
Select one or more users who will be responsible for that step
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Set Step Conditions
Optionally, define step-specific instructions or conditions (e.g., deadlines, notifications)
âšī¸ 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
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)
âšī¸ 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 â 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.