Configure workflow steps
Steps run in sequence. Put dependent decisions in separate steps; put participants who can act at the same stage in the same step.
Each step has a heading and a flat, full-width editor card. Use Add step to create another step, the arrow controls to change its order, and the remove button to delete it.
Choose an action and participants
For each step, select an Action and add clear Instructions. Supported actions are Approve, Sign, Confirm, Acknowledge, Review, Verify, Accept, and Complete. Choose the action that matches the decision you need recorded.
Add assignees by email and check the displayed names and addresses before submitting.
Organization assignees
In an organization, select Employee or Team to assign work within the current organization. These assignee types are unavailable in Personal.
Require everyone or any assignee
Enable All assignees must complete to require every assignee to act. With this option disabled, any assignee can satisfy the step; remaining tasks may be skipped once its outcome is determined.
For example, use one step for two reviewers who must both act, followed by a separate signing step. Use the any-assignee option when one available participant can provide the required decision.
Additional requirements
The Additional requirements and Visibility sections stay visible in each step while creating or revising a request or editing a template. Review their settings before saving or submitting.
Enable the requirements the participant must satisfy:
- Require a comment to collect an explanation.
- Require an electronic signature to collect signing details and a drawn signature.
- Require an attachment to collect a response file.
The action label and electronic signature requirement are separate settings. Enable the signature requirement when a drawn signature is needed. Review the requirements together with the selected action so participants know what to provide. See Complete a task.
Step visibility
The requester and a step's direct assignees can always see that step, including email assignees. Visibility controls who else can see its details and response attachments:
| Setting | Additional audience |
|---|---|
| All participants | Participants with access to the request |
| Assignees and organization participants | Organization participants; available for organization workflows |
| Assignees only | No additional participants |
Email assignments remain in the recipient’s Personal workspace, even when their email belongs to an organization employee. Assigned steps remain visible in the workflow, available for step chat, and included in the recipient’s receipt.
These settings do not grant workspace membership or access to unrelated requests. Choose a restricted setting when other participants do not need the step's details.
Revisions
When resubmitting a request, review and edit the steps for the new revision. Its workflow starts again from the first step; previous decisions remain recorded on the previous revision and its receipts. For frequently used organization workflows, save the steps as a template.