Design and publish a workflow
Use this journey to create a workflow, lay out its phases, and put a version live so that processes can start on it.
Who may do it: your company's administrator and technical profiles. The service refuses creating, publishing and deleting a workflow for any other profile.
Before you start
- You know which documents the workflow receives and what must happen to them — for example classify, extract, send to human review, deliver.
- If the workflow will validate signatures or deliver to your systems, prepare those first: Validate digital signatures, Connect your systems.
Create the workflow
-
Go to Administration › Flow Configuration. The page is titled Workflows and lists every workflow as a card with its name, a Draft or Published badge, its description and v{version} · {created date}.
-
Select + New Workflow.
-
In Create Workflow, fill in Name (required) and Description, and choose how to Start from:
Option What you get Blank canvas An empty graph with only the Start phase. Document intake with review Classify and extract incoming documents, then send them to human review before delivery. Identity verification Crop the identity document, match the selfie against it and cross-check the extracted fields. Business onboarding Validate the company, read its documents, cross-check the data and notify the requester. Contract signature Extract the agreed terms, generate the contract, collect the signatures and notify the parties. -
Select Create. The workflow editor opens. A template opens in Guided mode; a blank canvas in Canvas mode.
The new workflow is a Draft, version 0. A draft cannot be started.
Lay out the phases
The editor has two modes, switched with Editing mode in the toolbar.
Guided shows the flow as an ordered list of Steps. Use Step type and Add step to append a phase, the arrows to move a step earlier or later, and remove to delete it. Start cannot be moved or removed. Guided mode only works while the flow is a single chain: as soon as a phase has two outputs in use, the list is replaced by This flow branches, so it cannot be shown as a list and Open the canvas.
Canvas shows the graph.
- Add a phase from the Nodes palette: click it, or drag it onto the canvas. Start is added for you and can exist only once.
- Connect phases by dragging from an output handle of one phase to the next phase. A phase cannot link to itself, and the same link cannot be drawn twice.
- Select a phase to open Phase Configuration: give it a Description (the name shown on the node) and fill in its settings.
- To remove a phase or a link, select it and press Delete or Backspace. Undo and Redo are in the toolbar (also Ctrl/Cmd+Z, and Ctrl+Shift+Z or Ctrl+Y).
Phases you can use
| Phase | What it does | Outputs |
|---|---|---|
| Start | Entry of every process; its output is what the process was started with. | One |
| KYB | Validates the company's VAT/NIPC against the EU VIES service. | One |
| Crop | Crops fields from the document. Leave Fields to crop empty to let the AI detect the important fields. | One |
| Split | Splits a file into its documents. | One |
| Classification | Identifies the document type. Classification Acceptance Threshold is the minimum confidence (0–100%) for a classification to be accepted. | Normal / Alternative |
| Extraction | Extracts the fields. Detect document type also classifies each document and exposes the result to conditions, at the cost of one extra vision call per process. | Normal / Alternative |
| Zero Shot | Extraction without a prepared template. | One |
| Facematch | Compares the identity documents with the selfie. | One |
| Cross-check | Compares a field of one document with a field of another, or with what the customer typed in the form. A divergence never rejects a case: it is sent to human review. | One |
| Manual Review | Stops the process until a person approves or rejects each document. See Organize human review. | Normal / Alternative |
| Conditional | Asks a yes/no question about the previous phase's result and routes the process down True or False. | True / False |
| Generate document | Renders the case into the document the customer signs. | One |
| Signature | Parks the process and asks the customer to sign what an earlier phase produced. | One |
| Signature validation | Checks the signatures of a PDF against a signer profile. Not available yet — see Validate digital signatures. | OK / NOK |
| REST integration | Calls your system's REST API through a connection. Its settings have the tabs Request (connection, Method, Path, path and query parameters, non-secret Headers, Timeout (seconds), Retries, Wait between retries (seconds), Success status codes), Schemas, Request mapping, Response mapping and Test. Transient failures (5xx, 408, 429, timeout) are retried. | Success / Error — with Error unconnected, a permanent failure or exhausted retries fail the run |
| Send | E-mails the previous phase's output, or posts it to your webhook when an endpoint URL is set. See Connect your systems. | One |
The palette also lists AI Executor and Send Message. They are not described here: the Workflow service has no step that runs them (see Not observed yet).
Classification, Extraction, Manual Review, Conditional, Facematch and Signature validation accept only one incoming link.
Phases without a dedicated form — Start, Split, Zero Shot and Manual Review — show a Config (JSON) box instead.
To see phases like these working together in a published workflow, the two videos below follow real cases end to end: an insurance claim checked by 14 cross-check rules (in Brazilian Portuguese), and a bank application caught by face match and cross-checks (in English).
Save a draft
Select Save Draft. Saving only stores the draft: a published workflow keeps running the version that is live until you publish again.
Publish a version
-
Select Publish.
-
The editor checks the flow before asking you to confirm. Fix what it reports and publish again:
Message Cause Save the workflow first before publishing. The workflow was never saved. The workflow must have at least one start node. / The workflow must have just one start node. There must be exactly one Start phase. Signature validation "…": the OK output is not connected. (or NOK) Both outputs of a Signature validation phase must lead somewhere. -
Confirm in Publish workflow — Confirm publish of version {n}? — with Publish.
The editor saves the draft and publishes it. The badge changes to Published with the new version number.
If the service refuses, the editor shows the service's message, or Failed to publish workflow. The refusals are listed in Workflow administration screens.
What publishing changes
- Every publish creates a new version, even when nothing changed, and stores an unchangeable copy of it in Version history.
- Processes already running keep the version they started on. Only processes started after the publish use the new version.
- If a Send phase has a webhook endpoint and no signing secret yet, one is created at publish.
Start a process to test it
On Workflows, a published workflow shows Start. It opens Start Workflow: add the Documents to process — PDF, images (PNG/JPG/TIFF/BMP), DOC/DOCX, XLS/XLSX, CSV or TXT, up to 50 MB each — and select Start. You land on Processes, where the new run appears.
A process started here has no requester: if a reviewer rejects its documents, it ends as failed instead of going back to anyone. See Organize human review.
Go back to an earlier version
- In the editor, open Version history. Each published version shows v{n}, live on the current one, who published it and when, and its number of phases.
- Inspect shows a version as published.
- Restore copies that version into the draft. Confirm with Copy into draft.
Restoring does not change which version is live. It puts the workflow back to Draft, so Start disappears from the list until you publish again.
Delete a workflow
On Workflows, select the trash icon of the workflow and confirm Delete "{name}"? with Delete. The workflow leaves the list; the versions already published stay recorded for the processes that used them.
The service does not check whether processes are still running on the workflow. Delete only a workflow that has nothing in progress — see Management › Overview.
How to confirm it worked
- The card on Workflows shows Published and the version you confirmed.
- Version history lists that version as live.
- A process started after the publish shows the new phases on Processes.
If something goes wrong
| What you see | What it means | What to do |
|---|---|---|
| Start is missing on a workflow | It is a draft — never published, or restored from an older version | Publish it. |
| Failed to publish workflow. or a service message | The service refused the publish | See Publication refusals. |
| + New Workflow, Publish or Delete fails with an access error | Your profile is neither administrator nor technical | Ask your company administrator. |
Not observed yet
- The editor has not been walked in a signed-in session; captures are pending.
- AI Executor and Send Message are offered in the palette, but the Workflow service has no step that executes them. Do not use them in a published workflow until this is confirmed.
- The settings of each AI phase (Split, Zero Shot, Facematch, KYB, Generate document, Signature) are not described field by field yet.
Last reviewed 2026-10-09 · Version 1.0.1 · Owner: product-documentation