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Create and manage Workflows

4 min readReviewed
About this guide

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

Open Saved Workflows > Use This Workflow to use a plan, or New Workflow to build one.

Start a customer’s Workflow

Section titled “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.

Save a reusable task

Section titled “Save a reusable task”
  1. Open Task Library > 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.

Save a reusable Workflow

Section titled “Save a reusable Workflow”
  1. In 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.

Complete staff work and review

Section titled “Complete staff work and review”
  1. Open Workflow 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.

Section titled “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.

Section titled “Related guides”