Workflows Module

The Workflows Module in Clover is a powerful tool that enables organizations to design and automate structured business processes. By transforming manual, chaotic communication processes into structured workflows, Clover ensures efficient data collection, compliance, and seamless collaboration between companies.

Workflows in Clover allow administrators to build real-world business processes inside the system. Once published, workflows are stored in the Workflow Library, making them accessible for task assignment across the organization.

Workflow Types

There are two main workflow types:

1. Company Workflows - Used to collect information related to a company (e.g., compliance updates, vendor onboarding).
2. Product Workflows - Used to collect information about specific products (e.g., product specifications, regulatory compliance).

Choosing the Right Workflow Type

• Use a Company Workflow if the collected information pertains to the organization as a whole.

Example:

A Vendor Insurance Update workflow → Company Workflow (since it applies to the vendor, not a specific product).

• Use a Product Workflow if the collected information is specific to one or more products.

Example:

A Product Labeling Compliance workflow → Product Workflow (since it applies to specific SKUs).

Building a Workflow

The Workflow Editor in Clover provides an intuitive drag-and-drop interface to create workflows.

Workflow Editor Layout

1. Steps & Task Widgets Panel → Contains different types of workflow components that users can drag onto the design surface.
2. Design Surface → The main workflow builder where users arrange steps and connect them to define the flow.

[[Insert image of Workflow Editor]]

(Description: Screenshot of the Workflow Editor, showing workflow steps and action components.)

Workflow Components

Steps

Steps define the structure of the workflow and enable interaction with users. Clover offers several step widgets:

• Acknowledgment → Displays information and requires the respondent to acknowledge before proceeding.
• Document e-Signature → Collects legally binding signatures via HelloSign (requires configuration).
• File Upload → Allows users to upload files, with configurable file types and size restrictions.
• Custom Form → Enables the creation of structured forms exposing fields for data entry, based on the type selected (Company or Product).
• Instructional Text → Displays rich text instructions to guide respondents.

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(Description: Screenshot showing step options in the Workflow Editor.)

Actions

Actions define what happens with the collected data and include automation steps:

• Send Email → Automatically sends an email at a specific step in the workflow.
• Send Notification → Sends in-app notifications to relevant users.
• Decision → Creates conditional branching based on user inputs (e.g., send different tasks based on responses).
• Webhook → Integrates Clover workflows with external systems, pushing collected data to third-party platforms.

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(Description: Screenshot displaying available action widgets in the Workflow Editor.)

Publishing a Workflow

Once a workflow is fully configured, it must be published to be used for task assignment. Published workflows are stored in the Workflow Library, allowing authorized users to deploy them as tasks.

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(Description: Screenshot of the Workflow Library interface showing available workflows.)

Example: Vendor Insurance Update Workflow

Scenario

A Retailer requires vendors to submit updated insurance certificates annually for compliance.

Solution

Using Clover, the retailer creates a Vendor Insurance Update Workflow with the following steps:

1. Acknowledgment → Vendors confirm compliance requirements.
2. Document e-Signature → Vendors sign a compliance agreement.
3. Instructional Text → Displays submission instructions.
4. Custom Form → Vendors enter policy details (e.g., insurer name, coverage dates).
5. Decision Step → Determines if additional documents are needed based on coverage type.
6. File Upload → Vendors upload required certificates.
7. Send Email Action → Notifies internal compliance officers upon submission.
8. Finish Workflow → Marks completion.

Deploying Workflows as Tasks

Once a workflow is published, it can be assigned as a task to internal teams or external partners.

Assignment Options

• Direct Assignment → Task is assigned to a specific user.
• Department Assignment → Task is assigned to a functional department (e.g., Finance, Legal).
• Self-Assignment → Users can claim a task when needed.

Advanced Features

Conditional Logic & Decision Steps

• Enables dynamic workflows based on responses.
• Routes users through different steps based on predefined rules.

Integration via Webhooks

• Automates workflow data exchange with external systems.
• Supports API-based integration for seamless processing.

Notifications & Reminders

• Ensures users complete tasks on time.
• Customizable reminders.

Best Practices for Workflow Design

✅ Keep workflows simple and structured for ease of use.

✅ Use conditional logic to create dynamic, adaptive workflows.

✅ Leverage custom forms to collect structured data efficiently.

✅ Implement reminders and notifications to improve completion rates.

✅ Use webhooks to integrate workflows with external tools.