Workflows

Automate document processing

What is a Workflow?

A workflow is a rule you set up once, and Veluvanto runs it automatically for you. For example: 'Every Friday morning, email me a summary of all unpaid invoices.' You define the trigger (when) and the action (what), and the system does the rest.

When Can a Workflow Run?

On a schedule

Choose daily, weekly, or monthly, and pick the time. Example: every Monday at 8:00 AM.

When a document is uploaded

The workflow runs automatically each time a new document arrives. Example: when any document tagged Invoice is uploaded, add it to the Needs Review folder.

Manually

You start the workflow yourself by clicking a Run button. Useful for one-off tasks you want to perform occasionally.

What Can a Workflow Do?

Send a notification

Sends you an email or an in-app notification with a message you define.

Apply a tag

Automatically adds one or more tags to matching documents.

Create a reminder

Automatically sets a reminder on matching documents.

Move to Trash

Moves matching documents to the Trash. Useful for automatically cleaning up old documents.

AI action

AI reads the matching documents and performs a task you describe in plain language. Example: 'Summarise all unpaid invoices and send me an email with the total amount due.'

Example Workflows

  • Every Friday at 9:00 AM: summarise unpaid invoices and email me the list.
  • When a new contract is uploaded: apply the Contract tag and set a reminder for one year from today.
  • On the 1st of each month: move documents older than two years to the Archive.

Creating a Workflow

Click Workflows in the left sidebar (lightning bolt icon). Click New Workflow. Fill in a name so you can recognise it later. Choose the trigger type (schedule, on upload, or manual) and configure the details. Choose the action and fill in the required fields. Click Create Workflow to save and activate it.

Each workflow has an on/off toggle. Use it to pause a workflow temporarily without deleting it.