Workflows that run when something happens

Five workflows run when something happens on a request: a client uploads, you send a document back, everything is approved, a client doesn't open their link, or you mark a request complete. They tell more of your team, or email the client, on top of what GarnerDocs already does.

The five event workflows

New document uploaded. When a client uploads, GarnerDocs waits until they've stopped uploading, then sends one notification for everything they sent. The request's assignee already hears about uploads, so choose who else should.

Replacement requested. When you send a document back, the workflow emails the client your feedback with a secure link to their upload page. It sends this email instead of the standard one, so the client gets it once and it's logged in the workflow's runs. Files are never attached. You can still untick Email (the client's name) now in the Request replacement dialog to leave it to the next reminder. Tick Also let the request's assignee know to tell them in-app when someone else sent the document back.

All documents approved. Runs when the last document on a request is approved, which also completes the request. The assignee already hears about it, so choose who else should.

Client not responding. Flags a request the client hasn't opened a set number of Days without opening (1 to 60, 7 by default) after it was sent. It goes by when the client first opened their link, not by uploads. Each request is flagged once, and nothing is sent if the client opens it first. Your reminders keep going as usual.

Collection completed. Runs only when someone on your team marks a request complete, not when the last approval completes it (the client is already emailed a confirmation then). Choose Email the client a confirmation, Notify my team, or both. The person who marked it complete isn't notified. The request's files are then kept for your retention period.

Who to notify and how

Under Who to notify, choose:

• Owners and admins
• Everyone on the team
• A specific team member
• The request's assignee (only on Client not responding; owners and admins hear about it when nobody is assigned)

Under Notify by, choose In-app and email, In-app only or Email only. In-app notifications appear under the bell at the top of the app.

Good to know

• Emails respect each person's notification settings. If someone turned upload or completion emails off, they get only the in-app notification, and nothing on Email only.
• Anyone GarnerDocs already notifies about the event is skipped, so nobody hears about it twice.
• You can have one Replacement requested and one Collection completed workflow.