Add and review workflow documents¶

Workflow documents keep the files needed for a piece of work together. A bundle is a named collection of those files, with a list of required document types where configured. Use it to check whether the right evidence is present before completing a task or handing work to another team.

Availability: The intended entry and document collection below come from WorkOS Final Screens, with the shared viewer and expired-session designs also inspected. The frontend remains in progress; the inspected workflow detail and read-only viewer use examples. Connected upload, saved attachment, viewing and signing delivery are not established by those previews. Shared upload still needs its complete pass; the signing guide covers the assigned record-signing journey and its remaining limits.

Understand the separate outcomes¶

Check that you are in the correct workspace and workflow. Viewing, adding documents and completing work have their own access requirements. Having a local copy of a file or seeing the workflow does not itself grant permission to attach it or sign its linked record.

Start from the workflow¶

1. Open Workflows → My work or the relevant pooled queue, then select the workflow. Read Overview to confirm the title, current task and origin. The work-list guide explains this entry.
2. Open Task → Add document when the connected action is available.
3. Read the completion guidance and file requirements. Confirm whether the task needs a governed record signature before completion.
4. Use the page's Add document action to enter the intended secure upload flow. The inspected design describes returning to the workflow after uploading; the detailed shared upload screens are still being reconciled.
5. After the connected upload and attachment flow finishes, return to the workflow and check the saved bundle and file. Verify the document's purpose, filename and the workflow it belongs to. A completed upload message alone is insufficient.
6. Review the bundle's requirements and any outstanding signing or task work. Complete the task through its appropriate action only when you have met those requirements and are authorized to proceed.

The workflow upload target accepts any file extension in the inspected policy. That does not mean every format can be previewed or signed. Storage checks consider the organization's configured allowance, measured usage, outstanding reservations and the proposed upload size. If space is unavailable, ask an administrator to resolve it or select the correct smaller file; do not assume renaming a file changes its size or suitability.

The Add document page also shows completion-route guidance. Read it in the context of the later task action: attaching the file does not itself select and execute a workflow transition. Refresh the task's actual outcome before reporting that the work advanced.

Check the bundle before treating it as complete¶

1. From the selected workflow, open Overview → Documents.
2. Review each named bundle, its required document types, included files and addition details. Check the workflow identity and linked work alongside the collection.
3. Compare the saved files with the requirements and inspect any missing or unexpected document. A bundle's file count is not a count of approvals or completed tasks.
4. Check who collated the collection and when, if that information is present. Read any signed-file indicator together with the actual record-signing outcome before relying on it.

A required document type represents a particular purpose within the bundle, such as a decision memo or supporting evidence. Each purpose can be added only once in that bundle. Supplying another file for the same purpose is not an established replacement operation.

The saved bundle's requirement list determines its presence check. Do not assume that “ready” proves every business requirement was independently derived from the process or that a reviewer has approved the contents. The process owner must ensure that the connected flow uses the correct requirements and that the files satisfy the business need.

If required files are missing, the bundle remains incomplete and cannot be collated. Once all required purposes have a file, it becomes ready for collation. A bundle with no required list can become ready without demonstrating a complete business evidence pack. Collation records who completed the collection and when; it does not complete the workflow task or apply a signature.

A collated bundle currently rejects further additions. This flow does not establish an undo, reopen, replace or delete procedure for a saved bundle item. If a wrong file was added or requirements changed, ask the process owner and authorized support team to agree the supported correction. Do not create misleading duplicate bundles merely to bypass a restriction.

Current design differences: the examples use “In review” and “Ready for sign-off” for bundle states, although the saved bundle distinguishes incomplete, ready for collation and collated. Some example files are added after the displayed collation time, which conflicts with the current locked-bundle behavior. Also, Last signing currently reflects the most recent addition of a file marked as signed, not an independently recorded signature time. Verify the saved business outcome rather than treating those example labels or timestamps as proof.

Review workflow files¶

The backend supports opening a workflow document through a governed, time-limited viewing session. The selected document must belong to the selected workflow's bundle. Workflow document sessions are view-only for signing purposes: they do not allow the attachment to be signed in place. Use only the actions actually offered by the authorized viewer; a file's presence is not a universal download or sharing permission.

Once a supported document-open action opens the intended shared viewer:

1. Check the file title and Available until time.
2. Use Pages, the previous/next page controls and Fit to page to inspect the document.
3. Use Download only when it is offered and you are permitted to keep a local copy.
4. Select Close when finished.
5. If This viewing session has ended appears, select Close viewer, return to the source screen and reopen the file through its supported action.

The inspected shared viewer is shown over a staff-record example. Its controls establish the intended viewer pattern, not a verified workflow-specific open action or universal support for every source area. The workflow collection's complete open-action and denied/unrenderable-file variants remain to be verified. Do not share the temporary viewer address as a permanent document reference.

When a signature or record handoff is required¶

A signing task uses the linked record document, its current version and the assigned signer. Adding a workflow attachment, marking its collection complete or uploading a file containing a signature image does not prove that governed signing succeeded.

The inspected signing submission checks current readiness and the assigned actor before creating a tracked operation. Submission can leave the workflow waiting for a separate result. Check the saved signing and workflow outcome rather than treating the initial response as a completed signature. Follow the signing guide for the intended steps, outcome states, fresh restart and support hold.

Some workflow attachments carry a link to Records and can initiate an update there. A saved local attachment or such a link is not proof that the receiving record has changed. Verify the actual record result with its responsible team before relying on it. Existing work and signatures are not undone merely by cancelling the workflow.

When Work Assistant asks for a file¶

The connected assistant-to-uploader and return controls remain unverified. If an eligible assistant request offers a protected document step, use the authorized workflow file route when available. Keep file contents and upload credentials out of ordinary chat. Your workspace's assistant controls and workflow-document permissions still apply.

Treat upload, saved attachment, confirmation to the assistant and task completion as separate outcomes. Confirming a saved document does not complete its workflow task or sign a record. Use the displayed pending-step deadline; adding a file or refreshing does not renew it. If the file is saved but the assistant is still waiting, preserve the original request and ask for reconciliation before uploading or attaching again. The Work Assistant guide explains the conversation boundary; the ordinary workflow steps above retain their existing availability limits.

Recover from an uncertain result¶

For help, retain the workflow reference, bundle/file name, time, visible message and whether upload or attachment had already succeeded. Share only what the authorized support team needs. Keep temporary viewing addresses and upload capabilities out of ordinary messages.

Managers should review the contents and intended business purpose, not just a ready/complete label. Executives can use the collection to understand whether supporting evidence is available, while recognizing that presence, review, signature and delivery are different outcomes. Administrators and operators must reconcile storage, attachment and downstream state before authorizing a retry; support access alone does not grant permission to change the business record.