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Custom Workflows within Outlaw

Christie
Updated

Utilizing custom Workflows and Checkpoints within Outlaw allows for companies to better streamline their processes and ensure of optimal quality assurance of their contracts/documents.

How to Create a Custom Workflow

  1. Navigate to the Teams section of your Outlaw and then to the subsection labeled "Workflow" - select the New Workflow button to begin

  2. Name your Workflow and add in a description if desired. Descriptions can be helpful to those managing the Workflow and we suggest adding these in.

  3. Select a starting workflow by tapping on the based on dropdown. Outlaw provides two default workflows; Contracts and Legal filings. If you team has existing custom workflows, you can use one as a starting point.

Outlaw Defined Workflows

Pre-defined steps

Contracts

Basic contract lifecycle flow

  • Setup - Normal

  • Draft - Normal

  • Review - Normal

  • Signing - eSigning

  • Done - Locked

Legal Filings
Designed for a typical court filing flow

  • Drafting - Normal

  • Review - Normal

  • Finalizing - eSigning

  • Filed - Locked

To learn more about Workflow step functionality, and how they differ from each other, jump to the section below.

The next step is adding in your Workflow Steps. There will be a few items you are able to customize for each step.

Step popover breakdown

  1. Enter in your desired step key (required)

  2. Select the Name of your Step

  3. Select the Color of your Step - this can be incredibly helpful for an at-a-glance view of where your contracts are sitting

  4. Enter in the description of your Step - this will be visible when users are moving through the steps in the Flow process

  5. Select the functionality of this step (see table below)

  6. Be sure to tap update to save your progress

Workflow step functionality

Step

Description

Normal

Document variables & text are editable

Checkpoint

Apply Checkpoint group as a workflow step.

eSigning

Document is read-only and eSigning is enabled

Done

Document is read-only (locked)

💡Best Practice is to set up Steps in the following order: normal, checkpoint, esigning and confirm with you account manager that its set up correctly post build. Checkpoints are meant to be used as final sign-off on a document and if edits are needed (Normal Functionality), a user is able to switch between these Steps within Flow.

Enabling a Custom Workflow on a Template

Once your Workflow has been created you can apply this to a template by editing a template, tapping on the settings cog ⚙️ in the top bar, in the General tab, select the Workflow dropdown and choose your custom workflow.

🚨 Note: Adding in a new Workflow on already generated Contracts will NOT update prior contracts to the new workflow. Contracts moving forward will show these new steps but prior contracts will maintain the Outlaw default Workflow.

🚨 Note: If a custom workflow is changed while contracts are in the middle of that flow, they will also default back to the original Outlaw default Workflow.

Utilizing Custom Workflows in Flow

Once a document has been generated, Owners of the contract will be able to navigate through the steps of a Workflow by selecting them in the top left-hand corner. With custom Workflows, it is possible to go between steps as necessary.

 

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