What is a workflow?

A workflow is a set of questions that is configured to generate a document upon completion. Internal staff or external clients can complete a workflow to populate a document.

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What is a variable?

A variable is the term for a piece of information collected via a workflow. Each workflow question is given a label, which is the variable name that stores the answer that is given for the question. That label is used in the document templates to match the data for each question to the relevant locations in the documents. Variables store the workflow intake data to generate information within your documents.

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How do I create a workflow?

There are two different ways to create a workflow.

1. Workflow Builder
   The Workflow Builder is Gavel’s tool for creating workflows from scratch and editing existing workflow. You can customize questions, add conditional logic, organization the look and feel, and add instructional language to make a simple experience for your end user. To build from scratch, click “New Workflow” on your Dashboard, then “Start with questions.”
2. Blueprint
   Blueprint is Gavel’s AI-enabled workflow builder. Simply upload your documents to create a questionnaire that populates your Word or fillable-field PDF documents. To access Blueprint, choose “New Workflow” and “Start with documents” in your dashboard. If you’d prefer to build a workflow from scratch, you can instead choose “Start with questions.”

What are Document Templates?

Your Document Templates are the document files you automate in Gavel. Each Document Template consists of one file. These documents can be generated as sets, and each can be generated multiple times. You automate a Document Template by creating a workflow.

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What is Data Manager?

Data Manager allows a Builder or signed-in Organizational User to see the data they are filling into their workflows. Data Manager allows you to push data from one workflow to another, review data entered by a client, regenerate documents, and make edits to the data entered.

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What is Data Persistence?

Data Persistence is present in the end-user Client Portal. It allows workflows with the same variables as previously completed workflows to maintain the data without requiring the User to enter it again. For example, if the User has entered that their "clientname" is "John Doe," all workflows assigned to that User that contain the variable "clientname" will have the value "John Doe." They never need to enter the same data twice.

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What are the different types of Gavel users?

There are four types of users in Gavel.

1. Admins can invite and manage users, modify system settings, build and share workflows, take workflows to generate documents, and see the data collected on the entire account. By default, an Admin has Builder permissions and counts as a Builder seat.
2. Builders can build and share workflows, take workflows to generate documents and access the data collected from the workflows on their accounts.
3. Organizational Users can take workflows more than once to generate documents, either while logged in or not, and, if logged in, see the data they have entered into their workflows. Organizational Users have no access to workflows unless you explicitly give them access.
4. Users can take workflows, whether logged in or not. Users have no access to workflows unless you explicitly give them access.

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Send Copy to Builders v. Assign Workflow

Builders can send copies of workflows to other Builders on the same account. This allows the other Builder to make edits and use that shared workflow. When Builder 1 shares a workflow with Builder 2, each builder will have a unique version of that workflow on their account.

Builders can also assign workflows to any other type of user. When a workflow is assigned to someone else, they cannot edit the workflow; they can simply take the workflow. The data that is entered into an assigned workflow will appear in the Data Manager for the Builder who assigned this workflow.

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If you have any questions, don't hesitate to reach out to Gavel's Customer Success team at [email protected] for assistance! Schedule your demo or book an onboarding call.