Drive Workflows by eSociete.frdriveworkflowsby eSociete.frDrive Workflowsdriveworkflows
Try the live demo

Document workflow automation

Document workflow examples, step by step

…real requests, from a right-click to the closing e-mail.

Document workflow automation on your own website: clients send their documents from their private space, each step then follows in order, and the files end up in the right folder of your Google Drive.

  • Started with a right-clickThe client selects files and fills in a short form.
  • Approved from an e-mail linkBy a colleague, a role or the client.
  • Filed in your Google DriveThe files move or copy to the folder you chose.
Try the live demo See the features
Screen recording: files selected, right-click → "Submit my application" → form → the request in "My requests" moving from "Approval" to "Sent to the landlord"

What a document workflow is

A workflow is a type of request you set up once in WordPress, such as "Declare a claim" or "Approve this plan".

Your clients find it in their right-click menu. Each time a client sends one, it becomes a request that follows the workflow's steps.

The building blocks, always in this order

The closing e-mail is always there. You switch on the other blocks as each workflow needs them.

  1. The client sends the request Right-click on files or a folder, then a short form.
  2. Approval Optional By a colleague, a role or the client, from an e-mail link.
  3. Team steps Optional As many as you need, with names the client reads.
  4. Filing Optional The files move or copy to a folder of your Drive.
  5. Closing e-mail To the client, an address or a role.

What the client sees, what the team sees

The client

"My requests" on your website

Screenshot: "My requests" with a request at its team step (demo data)
  • "Approval" while a decision is pending
  • Then the name of the team's current step
  • Then "Completed", or "Cancelled"
  • Phone notifications with the Cloud Docs Pro app (coming soon)

The team

The Activity screen in WordPress

Screenshot: the Activity screen with a request and its answers (demo data)
  • Every request, with its form answers and files
  • Approve or decline here, or from the e-mail link
  • Tick each team step off when it is done
  • Files waiting in the right Drive folder

Examples

Workflow examples, from simple to back-and-forth

Pick an example to see each step.

The order and its files reach the studio in one step. Nobody has anything to sort.

  1. Step 1 · The clientThe client selects the print-ready PDF or TIFF files and chooses "Send for printing". The form asks for quantity, paper and delivery date.
  2. Step 2 · The filesThe files are copied at once to the studio's "Print jobs" folder.
  3. Step 3 · E-mailThe studio gets an e-mail with every answer and the list of files. Done.

Where the files end up: The originals in the client's folder. A copy in the studio's "Print jobs" folder, ready for production.

An applicant sends a tenant file. The agency checks it is complete, then passes it on to the landlord.

  1. Step 1 · The clientThe applicant selects their documents and chooses "Submit my application". The form asks for the property and the move-in date.
  2. Step 2 · ApprovalEvery letting agent gets an e-mail and approves once the file is complete.
  3. Step 3 · The teamThe agency ticks "Sent to the landlord", then "Landlord's decision".
  4. Step 4 · The filesA copy of the file goes to the "Applications/Complete" folder.
  5. Step 5 · E-mailThe applicant gets an e-mail: the request is complete.

If a document is missing at step 2

  1. ApprovalThe agent declines and tells the applicant what is missing.
  2. E-mailThe applicant gets a "declined" e-mail.
  3. The clientThe applicant adds the missing document to their folder.

Back to step 1: the applicant submits again

Where the files end up: In the applicant's folder, with a copy in "Applications/Complete", in the agency's Google Drive.

The architect saves a new plan in the client's "For approval" folder. The client approves it, or asks for changes.

  1. Step 1 · The clientThe client right-clicks the plan, chooses "Approve this plan" and ticks "I approve this version".
  2. Step 2 · The filesThe plan moves to the "Approved plans" folder by itself.
  3. Step 3 · E-mailThe architect gets an e-mail with the client's comment.

If the client wants changes at step 1

  1. The clientThe client chooses "Ask for changes" and says what to change.
  2. The teamThe architect's team ticks "Changes in progress".
  3. E-mailThe client gets an e-mail when the changes are done.

Back to step 1: the next version arrives in "For approval"

Where the files end up: Approved plans in the client's "Approved plans" folder. Plans under discussion stay in "For approval".

The photographer saves the proofs, smaller and watermarked, in the client's "Proofs" folder. The client can view them, not change them. The final photos come back in high resolution.

  1. Step 1 · The clientThe client selects the favourite proofs, right-clicks and chooses "Order these photos". A comment box takes any retouching wishes.
  2. Step 2 · The teamThe photographer ticks "Retouching", then "Photos ready" once the high-resolution files are in the client's "Final photos" folder.
  3. Step 3 · The filesThe chosen proofs are copied to "Selection", as a record of the order.
  4. Step 4 · E-mailThe client gets an e-mail: the photos are ready to download.

Where the files end up: Proofs in "Proofs", the chosen ones in "Selection", the high-resolution photos in "Final photos": all in the client's folder, in the photographer's Google Drive.

More workflows, each built differently

Insurance brokerFormTeam stepsMoveE-mail

Declare a claim

The client sends photos and documents in one go, then follows the claim.

  1. 1
    The clientSelects photos, the police report or a repair quote, and chooses "Declare a claim". The form asks for the date and the type of claim.
  2. 2
    The team"Claim received", "Sent to the insurer", "Expert visit booked", "Claim settled".
  3. 3
    The filesMove to "Claims/the client's e-mail/Closed".
  4. 4
    The e-mailGoes to the client.
Where the files end up
In the client's "Closed" claims folder, in the broker's Google Drive.
What the client sees
Each step's name in "My requests". No need to call and ask where the claim stands.

Law firmFormApproval with sign-inTeam stepMoveE-mail

Send documents for my case

The lawyer in charge accepts the documents before they join the case file.

  1. 1
    The clientSelects contracts, letters or evidence and chooses "Send documents for my case". The form asks for the case reference.
  2. 2
    The approvalThe lawyer gets an e-mail and must sign in to the site to decide.
  3. 3
    The team"Added to the case file".
  4. 4
    The filesMove to "Cases/the client's e-mail/Accepted".
  5. 5
    The e-mailGoes to the lawyer's assistant, with the case reference.
Where the files end up
In the client's "Accepted" folder, in the firm's Google Drive.
What the client sees
"Approval", then "Added to the case file", then "Completed".

Good to know: with sign-in required, the e-mail link alone is not enough to decide.

Builder or renovation companyFormTeam stepsCopyE-mail

Accept the quote

The client accepts the quote online, then follows the works until handover.

  1. 1
    The clientRight-clicks the quote the company saved in their folder and chooses "Accept the quote". The form asks for their name, a tick and a start week.
  2. 2
    The team"Start date confirmed", "Works under way", "Works finished".
  3. 3
    The filesThe quote is copied to "Accepted quotes/the client's e-mail".
  4. 4
    The e-mailGoes to the client.
Where the files end up
The quote stays in the client's folder. The office keeps a copy in "Accepted quotes".
What the client sees
Each stage of the works in "My requests".

Good to know: the form keeps the client's name and the date as a record. It is not an electronic signature.

Translation agencyFormApprovalTeam stepsE-mail

Translate these files

The project manager accepts the job, the team translates, the client gets the result in their folder.

  1. 1
    The clientSelects the source documents and chooses "Translate these files". The form asks for the language and the deadline.
  2. 2
    The approvalThe project manager accepts the job from an e-mail link. A reminder goes out after a day.
  3. 3
    The team"Translation in progress", "Proofreading", "Delivered". The translations are saved in the client's "Translations" folder.
  4. 4
    The e-mailGoes to the client.
Where the files end up
The source files stay put. The translations are in the client's "Translations" folder.
What the client sees
"Approval", then each team step, then "Completed".

Good to know: a workflow can leave the files where they are. Filing is optional.

AccountantFormTeam stepsMoveE-mail

Send for bookkeeping

The month's receipts go to the firm in one request, and are filed once entered.

  1. 1
    The clientSelects the month's receipts in "Receipts" and chooses "Send for bookkeeping". The form asks which month.
  2. 2
    The team"Documents checked", "Bookkeeping done".
  3. 3
    The filesMove to "Clients/the client's e-mail/Filed".
  4. 4
    The e-mailGoes to the client.
Where the files end up
In the client's "Filed" folder, in the firm's Google Drive.
What the client sees
Each step, then "Completed". "Receipts" is empty again for next month.

Accountants and bookkeepers

More examples by business

Accountants and bookkeepers

Receipts sent for bookkeeping, statements approved by the client.

See how

Real estate agencies

Owners' documents checked, draft mandates approved by the owner.

See how

Virtual offices

A letter forwarded in one click, followed until it is posted.

See how

Web agencies

Requests set up for each client site you build.

See how

See all use cases

What workflows don't do yet

Each limit comes with what to do instead. Your feedback decides what we build next.

Not available (yet)

  • A payment step inside a request: sell access to the client space with WooCommerce instead
  • Electronic signature: clients approve with a ticked box in the request form
  • A public upload form: clients upload from their account, so each file reaches the right folder
  • Several approvals in one workflow: add team steps for further checks
  • Taking a photo in the app: clients upload one already saved on the phone
Need one of these, or something else? Tell us

Build your own workflow

Each example here is set up in WordPress, under Workflows, without code. A name, the files it applies to, a form, then the steps.

Rather have us build it? We set up your workflows and connect your form plugin.

Ask for a free estimateSee setup and services

Send a request yourself in the live demo

Folders and workflows are ready to try. No form, no sign-up.

Try the live demo Download the free version

Paid plans from €149 a year VAT included, Cloud Docs Pro app included · See all prices

Questions

What is a document approval workflow?

A set path a document follows before it is accepted. With Drive Workflows, the client sends documents with a right-click. The approver gets an e-mail with a link to approve or decline. Then the team's steps, the filing and the closing e-mail follow.

What is the difference between a workflow and a request?

A workflow is the type of request you set up once: its name, its form and its steps. A request is one a client sends, on their own documents. A client can have several requests open at once, each at its own step.

Who can approve a request?

A colleague by e-mail address, everyone with a given role, or the client. They decide from the e-mail link or on the Activity screen in WordPress. You can add a reminder and an end date, and ask approvers to sign in before they decide.

Can an approval workflow have several approvers in a row?

Each workflow has one approval, and it comes first, before the team's steps. For more checks, add team steps: the request waits on each one until someone ticks it off.

What happens when an approver declines?

The request closes and the client gets an e-mail saying it was declined. The e-mail gives no reason, so tell the client what is missing. They can then send the request again.

Can files move to another folder automatically when a request is done?

Yes. After the team's steps, the files move or copy to the folder you chose in your Google Drive. If the folder doesn't exist yet, it is created.

Can I use my own form plugin?

Yes. Contact Form 7, WPForms, Ninja Forms and Formidable Forms are tested on live sites. Google Forms can send its answers through a webhook. The answers are saved with the request and can go in the e-mails.

Can a client pay or sign inside a request?

Not today. A request has no payment step and no electronic signature. You can sell access to the whole client space with WooCommerce, once or by subscription.