# Create and manage Workflows

> Build reusable tasks, assign people, and move work through review.

Language: en-US. Product guide: https://agencymesh.com/help/process-workflows/.

Last reviewed October 6, 2026 by AgencyMesh Product Support · Checked against release 2026.10

Open [Saved Workflows](https://app.agencymesh.app/workflows/saved-workflows) > **Use This Workflow** to use a plan, or [New Workflow](https://app.agencymesh.app/workflows/new) to build one.

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## Start a customer’s Workflow

1. In **Details**, enter **Workflow name**, **Office**, **Workflow owner**, and **Due date**. **More options** holds link expiration and **Require a final staff review**.
2. In **People**, fill the customer card or click **Add Customer**. Set contact details, **Language**, and **Send their link by** (Email or SMS). The live builder currently adds only one customer.
3. In **Tasks**, add or edit each task. Choose **Completed by** and **Assigned to** under **Assignment**, then **Save Task**.
4. In **Review & Start**, select an item under **Needs attention** to jump to its setup. Click **Start & Send 1 Invite** (the count changes), or **Start Workflow** without an invite. **Save Draft** keeps it for later.

- If a task has several customer assignees, choose **Only one customer must complete it** or **All assigned customers must complete it**.
- **Set up later** pauses that task for the person in **Who will set it up?**. **Wait for this task before continuing** and **Require agent approval before next step** control progress.
- For E-Sign **PDFs**, choose **Upload now**, **Use a file from an earlier task**, or **Add later**. Save the draft and provide PDFs before **Add Signature Fields**. **Signing order** starts at Group 1; people in the same group can sign together.

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## Save a reusable task

1. Open [Task Library](https://app.agencymesh.app/workflows/modules) > **New Reusable Task**. Enter **Library name**, **Category**, and **Task type**.
2. Set **When added** to **Ready to use** or **Ask for details each time**. Under **Changes in a workflow**, choose **Use as saved** or **Allow changes**.
3. Enter **Title**, **Instructions**, and task requirements. Add needed **Spanish** text and optional staff approval. Click **Save Task** or **Save Changes**; ready-to-use E-Sign uses **Continue to Add Fields**.

- Photos/documents: one **Title** and matching instruction per item. Multiple Choice: a **Question** and at least two **Answers**, one per line.
- Text Entry: set the prompt, response label, hint, character limit, and whether to allow multiple lines.
- Staff Task: add **Checklist**, **Files to create**, and optional completion notes. E-Sign: add PDFs, **Signers**, matching document titles, and fields.

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## Save a reusable Workflow

1. In [Saved Workflows](https://app.agencymesh.app/workflows/saved-workflows), click **New Saved Workflow**. Complete **Details** and use **Roles > Add Role** for customer placeholders and **Default language**.
2. Under **Tasks**, click **Add Step > Add a task to this step**. Choose a library task, set its assignment, then **Save Task**.
3. Use **Move up** / **Move down** to order steps. **When it starts** chooses **After the previous step** or **Wait for staff to start it**.
4. Fix **Review & Publish > Needs attention**, then **Publish Saved Workflow**.

Publishing saves a plan without sending invitations. Its menu offers **Edit**, **Make a Copy**, and **Archive**.

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## Complete staff work and review

1. Open [Workflow Queue](https://app.agencymesh.app/workflows/queue). Use **Search**, **Office**, **Work type**, or **Status**, then **Apply**. **Clear** removes the filters.
2. Use **Set Up** for missing details or PDFs, then **Save Setup** and **Add Fields** when needed. In a started Workflow, finishing setup can send invitations.
3. Under **Staff Tasks**, use **Claim & Open** to take an available task, or **Open Task** for assigned work. Complete its checklist, **Required files**, and needed **Completion notes**, then **Complete Task**. For signing, fill your PDF fields, accept consent, then **Sign & Continue**.
4. For review, download evidence from **Files** first. In **Review**, select **People** or **Submitted items**. Write **Review note** in the customer’s language, then **Request Changes** or **Approve & Continue**.
5. Use **Start Step** for a waiting manual step. Finish any final review, then **Complete Workflow**.

**Review** lists people and item names but does not preview files or answers. Get missing answers from the responsible staff member before approval. Use **More > Edit Draft** before starting, or **Edit Upcoming Steps** / **Edit Step** for unreleased work. **Activity** shows changes and delivery results.

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## Send a reminder or replace a link

1. Open the Workflow’s **People** tab. Click **Remind** for one person, or **More > Send Reminders** for the Workflow reminder action.
2. Use **Copy Link** for the current link, **Replace & Copy** to replace it, or **Disable Link** to stop access.

Share each link only with its intended person.

## Related guides

- [Start a Workflow](https://agencymesh.com/help/customer-workflows.md)
- [Use Classic Workflows](https://agencymesh.com/help/legacy-workflows.md)
- [Add and review Workflow files](https://agencymesh.com/help/workflow-files-photos-and-esign.md)