Skip to main content

What this feature does

A workflow defines the steps Smartflow follows to move a document from upload through extraction, review, approval, and export.

Before you start

  • You have Admin access.
  • You know which document type the workflow will process.
  • You know who reviews and approves the extracted fields.
  • Your downstream export target is already confirmed, if export is part of the workflow.

Steps

  1. Open the configuration area.
  2. Select Workflows.
  3. Select Create workflow.
  4. Enter a workflow name that your team will recognize.
  5. Choose the document type the workflow will process.
  6. Add the extraction step.
  7. Choose the document model used for extraction.
  8. Add the review step and assign the reviewer role.
  9. Add an approval step if your operating process requires it.
  10. Add an export step only if approved data should move to another system.
  11. Save the workflow as a draft.
  12. Run a test with a representative document.
  13. Review the result with the operations owner.
  14. Publish the workflow when the test result is accepted.

Tips

  • Start with a simple upload -> extract -> review flow before adding more steps.
  • Use clear workflow names such as "Credit Agreement Onboarding".
  • Keep reviewer and approver responsibilities separate when your bank requires maker-checker control.
  • Do not publish a workflow until the review owner has accepted the test result.

Troubleshooting

  • The workflow is not available to users -> Check whether it is still in draft.
  • The wrong fields appear in review -> Check whether the correct document model is attached.
  • The export step does not run -> Check whether export is configured and the data has been approved.
  • Review tasks go to the wrong team -> Check role assignments in the workflow and in user permissions.

Related features