Smart Workflows
Automate any document process with our visual workflow builder. When clients submit forms, workflows automatically generate documents, collect signatures, process payments, and send notifications.
Dropie workflows connect your forms, document templates, signatures, and notifications into automated processes. Build once, and the same workflow runs consistently for every client.
Key Benefits
- Reduce manual work by 90%+
- Ensure consistent processes every time
- Generate documents automatically from form data
- Collect signatures without manual follow-up
- Complete audit trails for compliance
Key Features
Visual Workflow Builder
Design workflows with drag-and-drop. No coding required. See your entire process at a glance.
Form Triggers
Workflows start automatically when forms are submitted. No manual intervention needed.
Document Generation
Automatically create contracts, agreements, and other documents from form data using templates.
Signature Collection
Send generated documents for e-signature automatically. Track signing progress.
Payment Processing
Collect payments via Stripe as part of your workflow.
Conditional Logic
Branch workflows based on form data. Different paths for different scenarios.
Workflow Step Types
Each step type performs a specific action in your workflow. Combine them to create complete automated processes.
Generate Document
Create PDF documents from templates using form data
- •Map form fields to document placeholders
- •Apply transformations (uppercase, date formatting)
- •Generate multiple documents per submission
- •Support for conditional content
Request Signature
Send documents for e-signature
- •Sequential or parallel signing
- •Multiple signers per document
- •Custom email messages
- •Automatic reminders
Send Notification
Send email or SMS notifications
- •Email notifications to team members or clients
- •SMS alerts (on supported tiers)
- •Include form data in messages
- •Attach documents from workflow
Create Task
Create tasks for team members
- •Assign to specific users or roles
- •Set due dates and priorities
- •Blocking tasks pause workflow until complete
- •Non-blocking tasks run in parallel
Update Client
Create or update client records
- •Auto-create clients from form submissions
- •Update existing client data
- •Link documents to client records
Collect Payment
Process payments via Stripe
- •Fixed or calculated amounts
- •Use form field values for pricing
- •Track payment status
- •Automatic retry on failure
Create Client Portal
Give clients access to their documents
- •Automatic portal creation
- •Include signed documents
- •Email access instructions
- •Secure 2FA authentication
Conditional Branch
Route workflow based on conditions
- •If-then-else logic
- •Compare form field values
- •Multiple conditions per branch
- •Different paths for different scenarios
Wait/Delay
Pause workflow for specified time
- •Wait for specified duration
- •Wait until specific date/time
- •Wait for external event
Tutorials
Tutorial: Creating Your First Workflow
Build a complete automated workflow from scratch
Access the Workflow Builder
- •Log into your Dropie dashboard
- •Click 'Workflows' in the left sidebar
- •Click 'Create New Workflow' button
- •Enter a descriptive name (e.g., 'New Client Onboarding')
- •Add an optional description of what this workflow does
Configure the Trigger
- •Every workflow starts with a trigger - what initiates the workflow
- •Click on the 'Start' node in the builder
- •Select 'Form Submission' as the trigger type
- •Choose which form template triggers this workflow
- •Optionally add conditions (e.g., only trigger if certain field has specific value)
Add Your First Step
- •Click the '+' button after the Start node
- •Browse available step types in the sidebar
- •Click to add a step (e.g., 'Generate Document')
- •The step appears in the workflow canvas
- •Click on the step to configure its settings
Configure Document Generation
- •Select a document template to generate
- •Map form fields to template placeholders
- •Configure any transformations (date formatting, uppercase, etc.)
- •Set the output filename pattern
- •The generated document will be available for subsequent steps
Add Signature Request
- •Click '+' after the Generate Document step
- •Add 'Request Signature' step
- •Select the document to send (from previous step)
- •Configure signer details:
- •- Signer email: Map to form field or enter static email
- •- Signer name: Map to form field
- •Set signing order if multiple signers (sequential or parallel)
- •Customize the email message
Add Notification
- •Click '+' after the Signature Request step
- •Add 'Send Notification' step
- •Choose notification type (Email or SMS)
- •Enter recipient(s) or map from form field
- •Write your notification message
- •You can include form data using {{field_name}} syntax
- •This notifies your team when a new client goes through the workflow
Test and Activate
- •Click 'Save' to save your workflow
- •Use 'Test Run' with sample data to verify it works
- •Review test results - check document generation and notifications
- •Fix any issues found during testing
- •Click 'Activate' to make the workflow live
- •The workflow will now run automatically when triggered
Tutorial: Advanced Document Generation
Create and configure document templates with field mapping and transformations
Prepare Your PDF Template
- •Start with a PDF document that contains your standard text
- •Identify where client-specific data should be inserted
- •You can use an existing PDF or create one from Word/Google Docs
- •Make sure the PDF is finalized - you'll mark areas for data insertion
Upload the Template
- •Go to 'Document Templates' in the sidebar
- •Click 'Upload New Template'
- •Select your PDF file
- •Give it a descriptive name (e.g., 'Rental Agreement v2')
- •The template editor will open
Define Placeholder Fields
- •In the template editor, you'll see your PDF
- •Click 'Add Field' to create a placeholder
- •Draw a box where the data should appear
- •Name the field (e.g., 'customer_name', 'rental_date')
- •Repeat for each area that needs dynamic data
Use AI Field Detection (Optional)
- •Click 'Detect Fields with AI' to automatically find fillable areas
- •AI scans for common patterns like underlines, boxes, and labeled fields
- •Review the detected fields - AI achieves approximately 96% accuracy
- •Manually adjust any incorrectly detected fields
- •Add any fields the AI missed
Configure Field Mapping in Workflow
- •Open your workflow and add a 'Generate Document' step
- •Select the template you just created
- •For each placeholder field, you'll see a mapping option
- •Map each placeholder to a form field:
- •- Static value: Enter a fixed value
- •- Form field: Select which form field provides the data
- •- Calculated: Use an expression to combine fields or transform data
Apply Transformations
- •Some data needs formatting before insertion
- •Click the transform icon next to a field mapping
- •Choose from available transformations:
Configure Conditional Content
- •Some documents need different content based on form data
- •Click 'Add Condition' on a field or section
- •Set the condition (e.g., 'if rental_type equals Premium')
- •Define what appears when condition is true/false
- •Use this for optional clauses, different pricing tiers, etc.
Test Document Generation
- •Save your workflow
- •Use 'Test Run' with sample form data
- •Download and review the generated document
- •Verify all fields are populated correctly
- •Check transformations are applied properly
- •Verify conditional content appears correctly
- •Make adjustments and re-test as needed
Tutorial: Conditional Workflow Branching
Create workflows with different paths based on form data
Understand Branching Use Cases
- •Branches allow different processing based on conditions
- •Common use cases:
- •- Different documents for different service tiers
- •- Skip payment step for existing customers
- •- Route to different team members based on type
- •- Apply discounts for qualifying customers
Add a Conditional Branch Step
- •In your workflow, click '+' where you want to branch
- •Select 'Conditional Branch' from step types
- •The branch creates two paths: 'If True' and 'If False'
Configure the Condition
- •Click on the Conditional Branch step to configure
- •Select the field to evaluate (from form submission)
- •Choose the operator:
Build Each Branch Path
- •Add steps to the 'If True' branch (left path)
- •Add steps to the 'If False' branch (right path)
- •Each branch can have multiple steps
- •Branches can converge later or end separately
Add Multiple Conditions (Advanced)
- •For complex logic, you can chain multiple conditions
- •Add another Conditional Branch after the first
- •This creates nested if-else logic
- •Example: First check service type, then check amount
Test All Paths
- •Test your workflow with data that triggers each path
- •Create test data for the 'true' condition
- •Create test data for the 'false' condition
- •Verify each path executes the correct steps
- •Check that all steps complete successfully
Tutorial: Multi-Party Signature Workflows
Set up workflows with multiple signers in sequence or parallel
Plan Your Signing Flow
- •Identify all parties who need to sign
- •Determine if they should sign in sequence or parallel:
- •- Sequential: One after another (e.g., customer signs first, then manager)
- •- Parallel: All at same time (e.g., all partners sign simultaneously)
- •Map out the signing order if sequential
Configure Sequential Signing
- •Add 'Request Signature' step to your workflow
- •Enable 'Sequential Signing' option
- •Add first signer (usually the customer)
- •- Map email to form field
- •- Map name to form field
- •Add second signer (e.g., company representative)
- •- Enter email or map from form
- •- Enter name
- •The second signer receives request only after first completes
Configure Parallel Signing
- •Add 'Request Signature' step to your workflow
- •Enable 'Parallel Signing' option
- •Add all signers who should sign simultaneously
- •All signers receive their requests at the same time
- •Workflow continues when ALL have signed
Include External Signers
- •External signers don't need Dropie accounts
- •Simply enter their email address
- •They receive a secure signing link via email
- •They verify their identity and sign
- •Their signature includes full forensic evidence
Set Reminders and Deadlines
- •Configure signature expiration (e.g., 7 days)
- •Enable automatic reminders:
- •- Reminder after 2 days if unsigned
- •- Final reminder 1 day before expiration
- •Customize reminder email messages
- •Configure what happens if signature expires
Handle Post-Signature Actions
- •Add steps that run after all signatures complete
- •Common post-signature actions:
- •- Send copy to all signers
- •- Store in client portal
- •- Notify team of completion
- •- Update client record
- •- Trigger payment collection
How-To Guides
How to Clone a Workflow
- 1.Navigate to Workflows in the sidebar
- 2.Find the workflow you want to clone
- 3.Click the three-dot menu (⋮) on the workflow card
- 4.Select 'Duplicate' or 'Clone'
- 5.Enter a new name for the cloned workflow
- 6.The cloned workflow opens in the editor
- 7.Make any needed modifications
- 8.Save and activate when ready
Use case: Great for creating variations of workflows for different client types or services
How to Pause an Active Workflow
- 1.Navigate to Workflows in the sidebar
- 2.Find the workflow you want to pause
- 3.Click the three-dot menu (⋮)
- 4.Select 'Pause' or 'Deactivate'
- 5.The workflow stops accepting new triggers
- 6.In-progress executions continue to completion
- 7.To resume, click 'Activate' again
Pausing doesn't affect workflows already in progress - they complete normally
How to View Workflow Execution History
- 1.Navigate to Workflows in the sidebar
- 2.Click on the workflow to open it
- 3.Click the 'Executions' or 'History' tab
- 4.View list of all workflow runs
- 5.Click any execution to see details:
- 6.- Which steps completed
- 7.- Time taken for each step
- 8.- Any errors or warnings
- 9.- Input data and outputs
Tip: Use filters to find specific executions by date, status, or client
How to Handle a Failed Workflow Execution
- 1.Find the failed execution in the history
- 2.Click to view execution details
- 3.Identify which step failed and why
- 4.Common failure reasons:
- 5.- Invalid email address for notifications
- 6.- Missing required form data
- 7.- Template field mapping errors
- 8.Fix the underlying issue (form data, template, etc.)
- 9.Use 'Retry' to re-run from the failed step
- 10.Or 'Restart' to run the entire workflow again
How to Add Time Delays Between Steps
- 1.Open your workflow in the editor
- 2.Click '+' where you want to add a delay
- 3.Select 'Wait/Delay' step type
- 4.Configure the delay:
Use case: Send a follow-up email 3 days after onboarding
How to Send Custom Email Notifications
- 1.Add 'Send Notification' step to your workflow
- 2.Select 'Email' as the notification type
- 3.Configure recipient:
- 4.- Static email address
- 5.- Map from form field (e.g., {{email}})
- 6.- Team member/role
- 7.Customize the email:
- 8.- Subject line (can include form data)
- 9.- Body content with formatting
- 10.- Attachments from workflow (documents, files)
- 11.Use {{field_name}} syntax to include form data
- 12.Preview the email before activating
How to Process Multiple Records via CSV Upload
- 1.Prepare your CSV file with one row per record
- 2.Include columns that match your form fields
- 3.Navigate to Workflows in the sidebar
- 4.Find your workflow and click 'Bulk Run'
- 5.Upload your CSV file
- 6.Map CSV columns to form fields
- 7.Preview the mapping with sample rows
- 8.Click 'Start Bulk Processing'
- 9.Monitor progress in the executions panel
- 10.Each row processes through the complete workflow
Tip: Test with a small CSV (5-10 rows) before processing large batches
Best Practices
Start Simple, Then Expand
Begin with a basic workflow (form → document → notification). Once working, add complexity gradually. Test each addition.
Use Descriptive Names
Name workflows clearly (e.g., 'New Client Onboarding - Premium Tier' not 'Workflow 1'). Name steps descriptively too.
Test Thoroughly Before Activating
Run multiple test submissions with different data combinations. Test both success paths and edge cases.
Handle Errors Gracefully
Consider what happens if a step fails. Add notifications to alert your team of failures.
Document Your Workflows
Add descriptions to workflows and complex steps. Future you (and teammates) will thank you.
Monitor Performance
Regularly check analytics to identify bottlenecks and failures. Set up alerts for workflow failures.
Version Your Templates
When updating document templates, create new versions rather than overwriting. This preserves historical documents.
Troubleshooting
Workflow not triggering on form submission
- Verify the workflow is activated (not paused)
- Check that the correct form is linked as the trigger
- Ensure any trigger conditions are being met
- Check that the receive page is published and active
Document generation shows blank fields
- Verify field mappings in the Generate Document step
- Check that form field names match exactly (case-sensitive)
- Ensure the form data contains values for mapped fields
- Test that the template placeholder names match the mappings
Signature requests not being received
- Verify the signer email address is correct
- Check spam/junk folders for signature request emails
- Ensure the signer email field is mapped correctly
- Check if previous steps completed successfully
Workflow stuck at a step
- Check the execution details for error messages
- For signature steps, verify the signer hasn't declined
- For blocking tasks, ensure the task has been completed
- For payment steps, check the payment status
- Use 'Retry' or 'Skip' to continue the workflow
Conditional branch going wrong direction
- Review the condition configuration
- Check the actual form data value vs. expected value
- Ensure values match exactly (watch for spaces, case)
- Test with explicitly matching data
Frequently Asked Questions
Can I edit a workflow that's currently active?
Yes, but changes only affect NEW executions. Workflows already in progress continue with the original configuration. For major changes, consider pausing the workflow first.
What happens if a workflow step fails?
The workflow pauses at the failed step. You're notified of the failure and can view details in the execution history. You can fix the issue and retry the step, or manually skip it to continue.
Can I have multiple triggers for one workflow?
A workflow has one trigger, but you can link multiple forms to the same workflow by creating separate receive pages that all trigger the same workflow.
How do I test a workflow without sending real emails?
Use the 'Test Run' feature which runs the workflow with test data. Notifications are logged but not sent to external recipients. You can also use test email addresses during development.
Can workflows run on a schedule?
Yes, workflows can be triggered by schedule (daily, weekly, etc.) in addition to form submissions. This is useful for recurring reports or reminder campaigns.
Is there a limit to how many steps a workflow can have?
There's no hard limit on steps, but very complex workflows may be harder to maintain. Consider breaking extremely long workflows into multiple simpler ones that trigger each other.