Project Processes#

Tools on this tab#

• Search — type to filter by instance code, process name, or who started it.
• Filter by process — narrow the list to a single process.
• View toggle — switch between a flat list and a grouped view (grouped organizes instances into one section per module — Order Fulfillment, Purchase Request, Purchase Order, Warehouse, Equipment, Deliveries, RFP, Reimbursement, Invoice, CRM & Sales, Payroll, Projects, Cross-Module, or General).

Instance columns#

Click any row to open the instance's details.

Filling In a Step's Fields#

A step built as a plain Action step with Fields (see Step 3: Configure a step below) shows a Fill Form button on its card while the step is in progress. Click it to open a form with one control per field — a text box, number box, date picker, currency box, or dropdown, and a proper item-list editor for an Item List field with searchable warehouse and item pickers (by name, not id) and each item's on-hand quantity shown next to it. The form blocks submitting with insufficient stock or the same warehouse picked as both source and destination. Submitting completes the step.

Fill Form only appears on steps built this way — a step that already uses a specialized form (its Form Dialog (FDD) set to something other than the default, such as a Stock Transfer Request) keeps that form as its input surface instead.

Once such a step completes, its card shows a Form button that opens a read-only view of what was submitted and what the step's Then also did with it. For an Item Movement step (and the other inventory actions — Write-off, Stock Adjustment, Goods Returned, Goods Dispatched, Production Output) this printable form shows the actual warehouse names, item names and SKUs, and the applied unit price and totals, rather than raw internal ids or zero amounts.

Exporting Documents from an Instance#

Once at least one step's form has been submitted, a Timeline ⇄ Documents (N) toggle appears at the right of the section header, above the step cards — it only shows up once there's something to list. Switching to Documents lists the run's documents grouped by type — including documents from any spawned sub-workflow — each with its number, status, date and total, and Preview, PDF and Excel buttons that download a branded copy (for example a Purchase Request or a Canvass Sheet). Forms that print but are not documents in their own right, such as the Supplier Selection award sheet, are listed under Working forms with the same buttons. Click a document to open its document view. See Purchase Requests → Tracking a Request for what each of those documents contains. Preview opens the same document in a full-screen preview rendered from the run's real data, without downloading anything, so you can check it before exporting. Switch back to Timeline to return to the step cards and flow timeline.

The Excel button sits next to PDF on every row — it downloads the same document as a real .xlsx workbook instead of a PDF, built from the run's real submission data. It renders through your company's active spreadsheet template for that document type if you've set one up, or a sensible default layout otherwise (for the Canvass Sheet, the default is a supplier tabulation matrix — one price column per supplier, with the lowest quote per item bolded) — so the Excel button always works, whether or not you've designed a custom spreadsheet look.

You don't need the toggle for just one document, either — once a step's document is locked in, that step's own card in the Timeline view carries a Download button (next to its form-type chip) that grabs just that document straight away.

Instance and step statuses#

Instances can be Running, Completed, Cancelled, or Cancellation Pending. Each step can be Pending, In Progress, Completed, Skipped, or Void. A step is Skipped when the workflow took another branch (see Branching a Workflow on an Answer or an Amount) or when a person skipped it.

Void is set on every step — including ones already Completed — the moment the instance is cancelled, so a cancelled run reads as nullified end to end instead of just stopping mid-flow. A step's earlier status isn't lost; it stays on record in the audit trail. See Cancelling an Instance below for what else a cancel does.

Automation failed badge#

If a step has an Then also configured (for example, chaining to another workflow or moving inventory) and that automation failed after the step completed, a red Automation failed chip appears on the step card in the timeline. Hover over the chip to see the error detail. The workflow itself continues — the step is still marked completed — but the automated action did not run and must be handled manually.

When an automation fails, the person who completed the step and the person who started the instance also receive a bell notification. Clicking the notification takes you to Workspace → Processes → Instances so you can find the affected run.

The same chip also appears when a step was supposed to create a business document and couldn't — for example an Order Fulfillment step that should raise a Sales Order or an Invoice but found no customer on the order. The step still completes; hovering the chip explains why, and fixing the cause and re-submitting the step creates the missing document and clears the warning. See Order Fulfillment → When a Document Isn't Created.

Payment trio waiting state#

When a Payment Request step is set to wait for its spawned Payment Approval / Payment Release sub-workflow, opening its task shows the linked request read-only, with a status chip: Awaiting approval & release while the sub-workflow is running. The chip updates to Payment released once the sub-workflow releases the payment, or Rejected if it's turned down — either way, the step then finishes on its own; there's nothing to submit.

If the upstream Purchase Order step split its award across suppliers, the Payment Request step shows one tab per purchase order instead of a single form — each tab's payee is locked to that PO's awarded supplier, with its own amount to fill in. Submitting files one Request for Payment per PO, and the waiting state that follows lists every one of them (each with its own live-updating read-only detail).

A summary badge tracks progress across all of them as each request moves through approval and release: 3 payment requests filed while none have been released yet, 2 of 3 payments released once some have, and All 3 payments released once every one has. Reaching that final, all-released state also finishes the step on its own — a note confirms "All payments have been released — this step is complete and the workflow has moved on to the next step," so re-opening a completed split-award Payment Request task never looks stuck on an old "filed" count.

The Void Warning#

Cancelling doesn't just stop the workflow — it also voids the documents its steps already generated, so a cancelled run doesn't leave live-looking Purchase Orders, Purchase Requests, Sales Orders, or Requests for Payment behind it. Before you confirm, the dialog lists each affected document in one of two groups:

• Will be voided — for example "Step 4 already generated Purchase Order PO-000042 — cancelling will void it." The document's status becomes Voided.
• Left untouched, with the reason — a payment already recorded against it, it's already posted to the books, its goods were already received, physical stock already moved, or it already finished its own lifecycle. Handle these manually if they shouldn't stand.

Sales invoices are never voided by a cancel. An invoice posts to the books the moment it's created, so it always shows up in the "left untouched" group as posted to the books — even a still-Draft invoice. See Sales Invoice.

Billing run numbers. A workflow of the Invoice module is numbered BIL-YYYY-NNN (for example BIL-2026-007), so it is never confused with the accounting invoice number, which is the only one that reads INV-. Runs started before this change keep their INV-YYYY-NNN codes.

Tools on this tab#

• Search — filter templates by name or module.
• View toggle — switch between List view, Grid view, and Grouped view (grouped organizes templates by category).

Template columns (List view)#

Each row has a Start button (to launch an instance) and an Edit button (to open the builder).

Step 1: Enter the basic details#

Click Edit Details to open the basic-info panel:

Process Name *

• A descriptive name (for example, "Purchase Request").

Module

• Choose which page this workflow belongs to — the module is the page that offers it: General, Purchase Request, Purchase Order, Equipment, Warehouse, Deliveries, Request for Payment (RFP), Reimbursement, Invoice, CRM, Payroll, or Projects. (Order Fulfillment workflows are built from the Order Fulfillment page itself and aren't offered here.)
• The module tags the template so it's offered wherever that page starts a workflow — for example, a Request for Payment (RFP) template appears in the RFP Workflow setting under Treasury → Settings and in the Request for Payment page's picker, and a Purchase Request template appears when starting a new request on the Purchasing page.
• Choosing Request for Payment (RFP) on a brand-new, empty template automatically fills in the payment trio's starter steps — Submit Payment Request, Approve Payment Request, and Release Payment, already connected with the reject-back-to-request paths described below. It only seeds an empty builder; it never overwrites steps you've already added.

Description

• Optional. Explain what the process does.

How it starts

• Every process is started by a person. Starting a process automatically on a schedule isn't available yet. An older process that was set to Scheduled (Auto-run) still shows its Trigger Type with a note — switch it to Manual to clear it.

Tax handling

• Choose how tax is decided for this workflow's forms: Filer's choice (the default) leaves the Tax type field open on every Quotation, Purchase Order, and Purchase Request form the workflow uses, so whoever fills in the form picks VAT or Non-VAT per document. Fixed — VAT (12%) or Fixed — Non-VAT instead pre-selects that field and locks it on every one of those forms — the field shows a note that it's set by the workflow and can't be changed there. Existing workflows are unaffected until you deliberately change this setting.

Step 2: Build the workflow#

The Workflow canvas fills the screen and shows your steps as connected shapes, with a running count of steps and connections.

A new process starts with only a Start circle. Add your steps, then mark where the process finishes with an End (see The step palette below). A process needs at least one End before it can be published — until then the Issues panel says No End yet — add one before publishing (drag End onto the last step).

• Add a step from the palette at the top-left of the canvas (see below), or by dropping an arrow on empty space.
• Connect steps by drawing an arrow from one step to another. This defines the order. A connection can carry a condition — click an arrow to open Arrow condition and choose Follow this arrow: Always (default), When approved, When rejected, When an answer is…, When the document total is…, When stock is… (see Stock coverage arrows below), or When the price changed… (see Price change arrows below). You can also add a Label that is shown on the arrow, or Remove arrow. If a step also has an Always arrow, it means "otherwise".
• Click a step to open a quick popover summarizing its type, assignee, fields, and on-complete action, with buttons to Edit, Mark as Start / Mark as End, or remove it.

Branching a Workflow on an Answer or an Amount#

Click an arrow between two steps to open the Arrow condition dialog. Under Follow this arrow choose when the workflow takes it:

• Always (default) — followed whenever the step completes. On a step that also has answer or amount arrows, it means otherwise: it is followed only when none of the other arrows matched.
• When approved / When rejected — for an approval step's two outcomes.
• When an answer is… — pick one of the source step's questions (a Question), then the Answer that takes this arrow: for a Dropdown question you pick one of its choices, for a Text question you type the answer. The answer is matched without regard to upper or lower case. The option is greyed out until the source step has a Dropdown or Text question (see Fields in Step 3).
• When the document total is… — choose At least or Below and enter an Amount in the company's main currency. It compares the step's form total (line totals after discounts, before tax); a foreign-currency document is converted at its own exchange rate, and on an approval step the reviewed form counts.

An optional Label is shown on the arrow; if you leave it empty ANTE writes one for you, for example Total ≥ PHP 1,000,000. Apply saves the condition and Remove arrow deletes the arrow. Answer and amount arrows are drawn in a distinct colour. If the question or choice an arrow depends on is later removed or renamed away, the arrow is marked with a warning and the dialog tells you to pick another question or remove it.

When the step completes, the workflow follows the arrow whose condition matches. The branches it did not take are skipped: those steps show the Skipped status, and a step further down whose every incoming path was skipped is skipped too, so the run is not held up waiting for them. A step with answer arrows needs its question answered first — an answer that is not one of the arrows is refused with "choose …" listing the valid answers.

Step 3: Configure a step#

Click Edit on a step's popover to open the step settings. At the top:

• The step's name is the title — click it to rename (Enter keeps it, Esc undoes). Under it: Step 4 of 9, and also starts another workflow when the step does.
• Task | Approval — the step's type (see below). Starting another workflow is not a third type: it is something a Task does, set under When it's done.
• Starts the workflow | Ends it — two toggles in a matching group; the one that is on is tinted with a ✓. They are independent, so a one-step workflow can both start and end on the same step. On a built-in workflow both groups show but are locked (hover to see why).

Below, five questions — Who does it, What they fill in, Done when, When it's done, Where next — then Instructions. One question is open at a time; the others fold to their one-line answer, and the list on the left marks the one you are in. Settings that don't apply to this kind of step are counted in one line (3 settings don't apply to a Sales Order step · Show).

Changes save to your draft as you go — the footer says Saved to your draft · just now — and only Publish changes on the page makes them live. Done closes the settings; Remove step sits apart, bottom-left.

Type

• Task — the person doing it does the work and may fill in a form.
• Approval — the approver reviews an earlier step's submission and approves or rejects it. Its questions read Who approves (who, how many, and not the maker — all in one place) and What they review.

Assignee

• Choose who handles the step: a specific User, a Role, a Department, or (on Approval steps) the Direct Supervisor of whoever completed the previous step.
• For Role or Department assignees, pick how it's handed out: takes turns (auto-assign to the next person in rotation) or Quest Board (left unclaimed in a shared pool for anyone in that group to pick up).
• A fallback assignee can be set for Direct Supervisor steps in case the person has no manager.
• Who did a step gives the step to whoever did an earlier step — of this workflow, or of a workflow that starts it. For example, the price question goes to the salesperson who made the quotation: pick Who did a step, then Create Quotation. The step then reads The person who did Create Quotation. When the order runs, it goes to the latest person who did that step (a step redone after a send-back counts once more), and the task says so: Assigned to Rina: did Create Quotation.
• Customer's salesperson gives the step to the salesperson set on the order's customer (Clients → the client → Salesperson) — for example "the customer delivered goods to process" goes to the person who looks after that customer. The step reads The customer's salesperson. When the customer has no salesperson, the step goes to the fallback you pick below it (for example someone in Sales), else to the person who started the order — the task says why.
• If that step hasn't been done yet in the order (or its person is no longer active), the step goes to its fallback, else to the person who started the order — the task says which. An approval never goes to the person who sent it for approval.

Form Dialog (FDD) — on Action steps

• Choose the form the assignee fills in. Leave it on Default — Task Detail Dialog (TDD) for a plain task, or pick a specialized form such as Quotation, Purchase Request, Purchase Order, or the payment forms described below.

Payment trio (maker → approver → releaser): Payment Request, Payment Approval, and Payment Release work together as an ordered set that drives a Treasury Request for Payment from filing to payment. A Payment Approval step must have an earlier Payment Request step in the same flow, and a Payment Release step must have an earlier Payment Approval step — the Form Dialog picker greys out an option (with a hint) until its earlier step exists, and activating the template is blocked with an error if the order is still wrong. Rejecting on the approval or release step always sends the workflow back to the Payment Request step to be re-filed — that connection is drawn for you and shown locked (with a lock icon) on the canvas, so it can't be deleted or repointed. A Payment Request step doesn't have to be followed by its approval/release in the same template — it can instead spawn them as a separate sub-workflow (see Start another workflow below). A Payment Request step can also complete immediately on submit and hand the whole approve-and-release sub-workflow off to a later, dedicated step: give that later step the Payment Approval & Release Monitor Form Dialog and check Wait for it to finish before this step completes — on activation it spawns the sub-workflow for the request(s) the Payment Request step filed, and it's read-only from there: it shows each request's live status and the proof of approval attached inside the sub-workflow, and auto-completes once every request is released.

Reviews submission from — on Approval steps

• Pick which earlier step's form this approval reviews.

Require proof of approval — on Approval steps

• Optional. When on, the assignee must attach at least one file (a signed document, a client confirmation email, and so on) before they can approve that step — ANTE blocks the approval until something is attached. See Approval & Review Tasks → Attaching Proof of Approval for what the assignee sees.

Require proof of approval on the generated RFP — on Payment Request steps

• Optional (off by default). When on, the Request for Payment this step files can't be approved until its approver attaches a proof of approval — whether that approval happens on a later step in the same template or inside a spawned Payment Approval & Release sub-workflow. The approver sees the same Attaching Proof of Approval experience linked above.

Document attachments — on Action steps

• Choose whether the assignee can or must attach supporting documents before completing the step: None — no attachments (the default), Optional — an attachments panel appears but nothing is required, or Required — the assignee must attach at least a minimum number of files before the step can be completed. Choosing Required reveals a Minimum documents field (1–20).
• When Optional or Required, a What to upload field lets you add a short instruction shown to the assignee on the attachments panel (for example, "Attach the drawings/specs suppliers quote against").
• See Approval & Review Tasks → Attaching Required Documents for what the assignee sees.

Fields — on Action steps

• Add the data the assignee should capture. Each field has a Label, a Type (Text, Number, Date, Currency, File Upload, Dropdown, or Item List), and a Req (required) checkbox.
• A Dropdown field shows a Choices list under it: type each choice, Add choice for more, and the remove button to delete one (add at least one). Blank and duplicate choices are dropped when you save. These are the answers an arrow can branch on.
• On a form step or an approval step, the assignee answers these questions in a Step questions panel on the task ("Answer before you submit — the workflow may branch on these answers"). Each answer saves as it is given; the panel becomes read-only (Answered) once the step is done.
• A question that is marked required and has a Dropdown question before it on the same step also shows When is this answer required?: Always (the default), or <question> is / <question> is not followed by one of that question's choices. For example, Customer PO # can be required unless Order type is Advance Order. The assignee sees the question as required only while the rule applies, with a note such as Required unless Order type is Advance Order, and submitting with one still unanswered is stopped with Answer … to continue.

Form fields — on steps that use a specialized form (Form Dialog set to something other than the default)

• Add your own fields to that step's form without a developer. For each one enter a Label (for example End User Name), choose Where — Header field (one value on the document) or Line column (one value per line, for example Customer Material #) — a Type (Text, Number, Date, or Dropdown, with its choices), and tick the required checkbox if the assignee must fill it. Add form field adds one; the move up / move down buttons reorder fields and the remove button deletes one. Up to 30 fields per step.
• Reuse a field from another step… adds a field already defined on another step of the same template. A reused field carries its value forward: the later step's form starts with what the earlier step captured, and the field shows "Carries forward with: …" listing the other steps. The step's quick popover shows a Form fields count.
• At submit time, a missing required custom field blocks the form with "Fill in … before submitting."
• Warn if empty on this step — shown for a field that is not required. When the assignee submits with it blank, the form asks once Submit anyway? (Submit anyway / Go back) and the choice is recorded. It is greyed out when the document type's field list already warns.
• When left blank, use — on a text line column: the value a blank cell takes when the form is submitted, so it never blocks. As in the field list follows the document type's choice (see Document Types → Form & Fields); this step can override it with Nothing — leave it blank, Our item code or Our item name.
• Pre-built templates are locked, so their form fields are read-only.

Only the assigned people can complete this step

• A checkbox on every step: "Only the assigned people can complete this step — others (outside its user, role or department) are refused." When on, only the step's assignees, or members of its role or department pool, can complete or approve it, submit its form, or answer its questions; anyone else is refused with "Only … can complete …". Skipping the step is held to the same rule. Users with full access are not restricted. Leave it off (the default) and anyone with access to the task can act.

Then also — optional automation

• Make the step do something automatically when finished, such as Goods Received, Item Movement, Inventory Write-off, Stock Adjustment, Return to Supplier, Goods Dispatched, Consume BOM, Production Output, Quarantine Items, Release from Quarantine, Reserve Stock, Set the order's Delivery Receipt stage, or Start Another Process (Chain). You then map the step's fields to the action.
• Items come from — on the stock actions that move a list of items (Goods Received, Goods Dispatched, Inventory Write-off, Return to Supplier, Production Output, Item Movement, Quarantine Items, Release from Quarantine), choose where the items are read from: This step's fields (the default), This step's form (when the step has a form), A step's form (pick the Step), or The order's document (pick the Document type and Which one: Nearest earlier or Latest completed). Except for "This step's fields" you also choose the warehouse — From the document (the warehouse on the document's header), Fixed warehouse, A field on this step, or Company main warehouse (with a second warehouse for actions that move between two, such as Item Movement and Quarantine). An Advanced section lets you take the Quantity from Line quantity, Received qty or Deliver qty, and limit the action to Only lines where a field equals a value. The items are read when the step is completed; if stock is short or the document is missing, the step can't be completed until that is fixed.
• Receive & QC form — QC-passed lines — on Goods Received, when the order has a Receive & QC form, Items come from also offers this choice: the lines that passed QC, at the received quantity, with the warehouse taken from the receiving form (else the Purchase Order's, else the company's main warehouse). Nothing else needs to be set; choosing another source drops it.
• Set the order's Delivery Receipt stage — for a step in a delivery workflow (see below). Choose Set the Delivery Receipt to Dispatched, In transit or Delivered and signed. The step asks the assignee for that stage's details (see Delivery as Its Own Workflow in Order Fulfillment → Delivery Receipt), and completing it moves the receipt to that stage, recording who and when.
• Reserve Stock — sets aside stock for the order's Sales Order lines that are still to be delivered, when the step is done. Choose the warehouse (Company main warehouse (default), a Fixed warehouse, or A field on this step) and If stock is short: Reserve what's available (each line reserves what the warehouse has; the rest is reported as short) or Only if all of it is available (a line is reserved only when its full quantity is available). It never stops the step when stock is short; instead the result — Fully in stock, Partly in stock or Not in stock — can route the workflow with stock coverage arrows.
• Stock coverage arrows — on a step with a Reserve Stock action, click an outgoing arrow, choose When stock is… and tick Follow when the order is Fully in stock, Partly in stock and/or Not in stock (tick several to share one arrow). An arrow with this condition can never be followed unless the source step has a Reserve Stock action; the Issues panel also flags coverage arrows that don't cover every case — add an Always arrow for the rest.
• Price change arrows — on a step whose form has prices (Quotation, Sales Order, Proforma Invoice, Invoice or Purchase Order) or an approval that reviews one, click an outgoing arrow, choose When the price changed… and pick when to follow it: Went up, Went up by more than a % (enter the %), Went down, Went up or down, Didn't change, or Needs review (price-change check) (the form was flagged by a Flag and review price-change check). Each line is compared with the last price for the same item from the same customer or supplier, in the same currency; items with no earlier price don't count as a change. A typical use: after "Create Purchase Order", Went up goes to a Purchasing Manager approval and an Always arrow continues as usual. The arrow shows its condition (for example "Price went up") unless you give it a label. The Issues panel warns when a price change arrow leaves a step with no priced form — it could never be followed.
• Stock on delivery — on a step that uses the Delivery Receipt form, switch on Stock on delivery so the receipt's stage moves stock: Dispatched moves the goods to in transit; Delivered and signed takes them out of stock (cost of goods sold); Cancelled brings them back. A shortfall at dispatch stops the change. Set Ships from (From the receipt, Fixed warehouse or Company main warehouse), the In-transit warehouse (Company default or Pick a warehouse), and optionally Skip in transit (same-day pickup).
• Invoice quantity check — on a step that uses the Invoice form, override the company's invoice rule for this step only: Company rule, Up to delivered quantity, Up to available stock, or No check (for example for an advance-billing step). Unless it is No check, choose When over: Warn or Block — a supervisor can override. Service items are never checked. See Order Fulfillment → Invoice Quantity Rules and Warnings.
• Most of these actions move a list of items, so they need an Item List field on the same step to read items from — if you pick one of these actions before adding an Item List field, the builder shows a warning ("Add an Item List field to this step first — this action has no items to move, so it will do nothing") since the action would otherwise have nothing to act on. Add an Item List field under Fields above to clear it.
• If you choose Start Another Process (Chain) and the target workflow is inactive at the time a user tries to complete the step, the step will be blocked with a clear message ("Cannot complete this step: the chained workflow is inactive"). The user must re-activate the target workflow first, then complete the step.

Delivery Receipt steps — on a step that uses the Delivery Receipt form

• When issued for delivery, start — which workflow starts when a Delivery Receipt is issued for delivery (one per receipt): Use document default (Delivery) (the choice made in Documents → Delivery Receipt → Rules, normally the company's own Delivery workflow), Don't start one, or a specific workflow. The step then waits for it and completes with it. This replaces the general Start another workflow choice below for Delivery Receipt steps.
• Complete when the delivery reaches… — the stage the delivery must reach before the step can complete: Delivered and signed (default), In transit, Dispatched or Prepared. Completing earlier than Delivered and signed shows a warning: stock still leaves, and invoicing starts, only at Delivered and signed. Since 8 October, Delivered and signed is the default for every workflow, including the pre-built ones: while the step has no choice of its own, the setting shows a New default (8 Oct) note, and on a pre-built template it is shown read-only. A running order's step then reads Waiting for Delivered and signed (or the stage you chose) on the run's step card.

Print with design… — on a document step (not an approval step) whose document type has a saved print layout

• This step's documents print with the chosen design unless the person printing picks another in the preview's Design dropdown. The active design (default) means no step choice. Every print is logged on the order's History.

Submit button text — on any step with a form

• What the form's submit button says on this step (up to 60 characters), for example Order Delivered. Left blank it uses the document type's wording (a Delivery Receipt's is Order Delivered), else the form's own.

Document required to complete this step — on a task step whose form is a document (Quotation, Sales Order, Purchase Order, Delivery Receipt, Invoice, Collection…)

• Ticked by default: the step cannot be marked done until its document is submitted. If someone tries, ANTE refuses with Submit the <document> first. — from the task, the kanban board, the order popup, or anywhere else. This applies to running orders too, not only new ones. Untick it for an optional form that may be skipped. An approval step does not have this option.

Can be done in parts — on Delivery Receipt, Invoice, Receive & QC, Goods Receiving, Purchase Order and Collection steps

• Tick Can be done in parts — the step stays open until the job is fully done when one step is done in several goes (several deliveries, invoices or receipts). Each part is its own task and numbered document on the same order.
• Finished when… — the step completes by itself once this is met: Everything ordered is delivered (Delivered and signed) (Delivery Receipt), Everything is invoiced (Invoice) or Everything on the PO is received (Receive & QC, Goods Receiving), All of the shortfall is ordered (on one or more POs) (Purchase Order) or Every invoice is fully paid (and invoicing is finished) (Collection).
• Let the next step start after the first part — the next step opens once the first part is done, while this step stays open for the rest.
• A step done in parts shows a Done in parts (repeats) marker on the canvas. See Order Fulfillment → Steps Done in Parts for how the parts work on an order.

Finishes when goods are received — on an action step with no form

• The step waits, and completes by itself once every line of the order's purchase orders is received — over any number of shipments. Completing it by hand is refused until then.
• Its card on the order shows 2 of 4 lines received, a chip per shipment (Open shows it) and Receive goods. See Goods Received → Goods Received as an Order Step.

Order completes only when every invoice is paid — on an Invoice step

• The order stays running — Delivered · awaiting payment — until every invoice of the order is marked paid (Mark Paid on the invoice), then completes by itself.

Start another workflow — optional

• Have this step automatically start a child process when its form is locked in.
• Complete only when the sub-workflow is done — appears once a sub-workflow is chosen. Check it to make this step wait: it can't be completed while the spawned child process is still running, and it finishes automatically once that child completes. Leave unchecked (the default) for the child to run independently without holding this step open.
• Waiting message — appears once "Complete only when the sub-workflow is done" is checked. Optional text shown to the assignee while the step waits on its sub-workflow; leave it blank to show a generic default instead.

Starts the workflow / Ends it

• The two toggles at the top say which step begins the flow and which one ends it.
• On an End step, Where next reads Ends here · "Billed", and Name this End there says how the process ends there: No name, Completed, Lost, Cancelled, or Other… for your own words (up to 60 characters, for example Sent back to the customer). The name shows under the End circle and on its Outputs. It is for reading the diagram only — it does not change how the order ends.

Lines come from (picking lines from earlier documents)#

A form step whose form has lines — Sales Order, Advance Order, Register Open PO — can let the person on the task pick its lines from documents that already exist, instead of typing them. Set it in the step panel under Where the data comes from → Lines.

Or drag Data from… from the canvas palette (under Put on a step) onto the step: pick the document type in the small list, and the step's panel opens at this setting. While you drag, the steps that can take it show a dashed green outline; a step whose form takes no lines refuses it ("This step's form doesn't take lines from other documents…").

A sentence under the box says what the person will be able to pick, and the step's card on the canvas shows a green list pill — Lines ← valid Quotations, Lines ← Quotations + Advance Orders, or Lines ← 3 document types (the list on hover).

Order workflows: the Outcome panel#

Order workflows (category Order Fulfillment) have an Outcome panel: open More → Outcome… in the builder header. It saves straight to the workflow and applies to orders started from it from then on.

• Won when this step completes — the order is marked Won when this step is done. Default: the first Sales Order / Open PO step.
• Lost allowed until this step completes — after this step, the order can only be cancelled. Default: until the order is won.
• Lost needs approval — Company default (Orders → Settings → Outcome Reasons), Yes (always), or No (never).

Only steps already saved can be picked; steps added since the last save appear after the workflow is saved.

Step 4: Save and activate#

The builder saves your work automatically, so you rarely need to think about saving:

• Changes are saved to your own draft as you go. The builder shows Saving… and then Saved · time. A brand-new process is created as a Draft named Untitled process on your first change.
• On an Active process, your edits stay in your draft and are marked Not live until you publish. Click Publish changes to make them live — new orders use them.
• If orders are already running on the workflow, publishing first opens a dialog titled <n> running orders use this workflow asking How should this change apply to them?. Under Running orders choose New orders only — running orders keep the version they started on (the default: they finish exactly as they started and only new orders use the change) or Apply to running orders too (they follow the change from their next step), then click Publish. A message confirms how many running orders kept their version or follow the change. An order that kept an earlier version shows Version of <date> beside its workflow name in its tracking view. The earlier version is kept only for those orders — it is never edited, published, archived or deleted; edit the workflow itself instead.
• If you reopen a process that has unsaved changes of yours, you are offered Continue (pick up your draft) or Discard. If another editor also has a draft on the process, the builder tells you; whoever publishes last replaces the other's version.
• Cancel and Save are at the top of the builder, beside Edit with AI. A name is required. Cancel (and the Back breadcrumb) returns to wherever you opened the builder from — for example back to the Templates tab if that's where you clicked Edit.

For a user-owned template, use the header toggle to switch a template between active and inactive:

• Set as Active publishes the template so it can be started (it needs at least one step).
• Set as Inactive hides it from the start pickers (it moves to the Archived filter).

Who may publish. Publishing a draft (Publish or Set as Active) needs the Activate / Deactivate permission, under Settings → User Levels → Process Management. The default Project Administrator level has it, and so do full-access administrators. Anyone else can still build a workflow and keep it as a draft: the Publish button is greyed out, and hovering it explains why, so ask an administrator to publish it or to grant the permission.

Important — child workflow guard: If other active workflows chain into this template (using "Start Another Process (Chain)" or a sub-workflow spawn), setting it to Inactive will block those workflows at the chaining step. Before deactivating, ANTE checks for such dependents and shows a confirmation dialog listing the affected workflows. Review the list and confirm only if you are sure those parent workflows can be paused. If you proceed, any running process that reaches a step chaining into this template will be blocked until the template is re-activated.

The Delivery Starter Workflow#

A pre-built Delivery workflow (module Deliveries) carries one delivery done by Logistics in four steps: Prepare → Dispatch → In transit → Delivered and signed. The Dispatch, In transit and Delivered and signed steps each move the order's Delivery Receipt to that stage; Delivered and signed needs the Signed Delivery Receipt attached (at least one file). It is a starter: the first time a company needs it, an editable copy named Delivery is created for the company, and that copy is what Delivery Receipts start. Change its steps, people and wording in the Process Builder like any other workflow.

What a package carries#

• The workflow: its steps, arrows, rules, step questions, Ends and step settings.
• The workflows it starts (and, when you add it, the company's Delivery workflow).
• The document set-up its steps use: custom fields, document rules, numbering mode, and print layouts if you include them.
• A step assigned to Who did a step keeps that rule when the step it names is in the package (this workflow or one above it that you export). If it names a step outside the package — for example you export only a workflow that another one starts — it installs with its fallback assignee (unassigned when it has none), and the package's notes say so.

Exporting a workflow#

1. Open the workflow in the Process Builder and choose More → Export as package.
2. Give the package a name and a version (raise the version each time you export a changed workflow under the same name).
3. Choose Who may install it: Standard (any company), Pre-sale (demo companies only — for demos built for prospects) or Client (only the client's own companies — enter the client's name and the login company codes of their companies).
4. Optionally add other workflows to carry along, and switch on Include print layouts (off by default). Print layouts travel with the package exactly as they are — including any logo and letterhead text — so only include them when whoever installs the package may see those.
5. Choose Export. The package downloads as a .json file.

Installing a package#

1. On the Processes page choose Install package and pick the package file.
2. Match what the package needs to this company: roles and departments (suggested by name), people (never matched for you), warehouses (the in-transit warehouse is suggested), print layouts (copy in, use one of yours, or the document type's active design) and multibook account codes (kept unless you change them; a code you enter must be an active account in this company's chart of accounts, or the install is refused).
3. Check the document set-up: which custom fields will be added, and whether to use the package's document rules, numbering and field names. Document set-up is company-wide and applies to every order straight away, so this company's own rules, numbering and field names are always kept unless you switch one on. A package rule that starts the package's own Delivery workflow is never applied (that workflow installs as a draft) — publish it, then choose it in Settings → Documents.
4. Choose Install as drafts. The workflows open in the Process Builder as drafts with a note of the package they came from.

The Workflow Library#

The Workflow Library button on the Processes page lists the packages this company may install, newest version first: Standard packages, Pre-sale packages (demo companies only) and the company's own Client packages. Install opens the same matching screen as a package file and adds drafts.

• Update available — when a newer version of a package you installed exists, it is listed at the top. Installing it adds the new version as drafts; nothing changes until you publish.
• Ante staff publish to the Library from Export as package (switch on Publish to the Workflow Library) — each publish is the package's next version.
• Promote to Client (Ante staff) turns a tested Pre-sale version into the client's next Client version, and shows what changed since the client's current version. It is allowed only when the gate below is all green.

The safety test (Ante staff)#

Every Pre-sale version is tested twice before it can reach a client. Both tests belong to exactly that version: any edit is published as a new version, which needs its own tests.

• Program Test — Ante walks every path (the main path, each branch and each "rejected, then resubmitted" loop) with throwaway orders in the Safety sandbox company, then cleans them up. The report lists each path as Pass or Fail; a failure names the step, the check and the reason. Placeholder steps fail the test at once.
• Walkthrough — a person walks the generated checklist (who · what to do · what should happen) and marks each row Pass or Fail. A Fail needs a note. Once every row passes, someone other than the version's publisher signs it off.

Promote to Client lists four items, and all four must be green: program test passed, walkthrough signed off, 0 placeholder steps and 0 Builder issues. The promoted Client version keeps links to both test records.

Creating a mapping#

1. Click the robot-icon AI Assistant button at the top of the Processes page.
2. Attach the client's flowchart (an image, PDF, or spreadsheet) or a written procedure, and ask the assistant to map the process.
3. The finished mapping appears on the Flowchart mappings tab, with a colour-coded flowchart and a list of gaps.

Until you have created one, the tab shows No flowchart mappings yet.

Reading the mapping cards#

Each mapping is a card showing:

• The mapping's title, with a confidence chip (High, Medium, or Low confidence).
• The source file or text it was made from, the client name (when there is one), and the date.
• A coloured bar and a completeness line such as "9/11 steps ready, 2 need building".
• A small now available chip when a step that needed a new form has had that form built since the mapping was made.
• Icons showing that a draft workflow was created from the mapping, or that the gaps were filed as a task.

Click a card (or Open) to see the full mapped flowchart.

The mapped flowchart#

The colours tell you how well ANTE already covers each step:

• Green — ready on ANTE.
• Yellow — folded into another step or only partly covered.
• Gray — needs no step.
• Red — needs a new form built.

The colours are as of the day the mapping was made. When a red step's form has since been built, a banner at the top says how many red steps can now use it, and the card shows the now available chip — the colours themselves do not change, so ask the assistant to map the chart again to refresh them.

The buttons at the top of the viewer let you:

• Open draft workflow — jump to the draft workflow the assistant created from this mapping (shown only when one exists).
• Open gap task — open the task the gaps were filed as (shown only when one exists).
• Download HTML — save the flowchart as a file, for example to attach to a proposal.
• Delete — remove the mapping and its flowchart from your history after you confirm. A draft workflow or task created from it is not affected.

Browsing the Catalogue#

The catalogue now opens from the Exportables button on a template card (see below), scoped to that workflow's documents.

Documents are grouped by business area — Sales & Fulfillment, Purchasing, Treasury & Payments, and Inventory. Each card shows the document's name and a badge:

• Customized — you've saved at least one design for this document.
• Branded — a built-in document-style renderer; no design needed.
• Generic — falls back to a plain summary export until you design one.

Click Preview on any card to open a full-screen PDF preview using sample data. Generic documents also show an Edit button that opens the visual designer in a new browser tab. A template card in the Templates tab also has its own Exportables button, opening the same Preview/Edit catalogue scoped to just that workflow's documents.

The Print Layout Designer#

The print layout decides how the printed / PDF document looks: where the customer name, logo, line table and signatures sit on paper. (Which fields the document has, and which are required, is set on its Form & fields tab — that is the on-screen form.) Open it from Settings → Document Types → a type → Print layouts, or Edit print layout in the type's side panel; its title reads e.g. Quotation · print layout.

The designer is a free-form canvas, opened in its own browser tab at full screen, where you lay out text, lines, boxes, images, and data fields exactly where you want them on the page. This is the document (PDF) format — for the structured spreadsheet format, see The Spreadsheet Designer below.

• The sheet — the page is always white with dark text, as it prints, in light and dark mode alike. It opens at Fit page (the whole sheet in view); the zoom bar at the top right of the canvas has –, + and a Fit page | 100% switch (the one in use is filled). The top bar, in groups: the title and Layout for (Non-VAT Quotation ▾, with + VAT version until that version exists); Undo / Redo; Add page and Fine-tune (the CSS panel); Templates and Tutorial as light links; then Preview and Save. The ⋯ menu ends with Start over from the standard layout (in red, it asks first); on a narrower window Add page and Fine-tune move into it too.
• Add to the page — the left panel's tiles add Text, Line, Box, Image, Table and Signature. Drag a tile (or any data field) onto the sheet: a dashed drop zone shows where it lands and snaps to the blocks around it, with a tag such as Drops here · lines up with Tax type. A plain click adds it under the last block, at the left margin — never on top of another block. Blocks already on the sheet still drag (hold Shift to snap) and resize from the corner handle.
• Properties — select a block and the right-hand panel names it in plain words and says what it prints (Tax type · Prints e.g. VAT 12%). Text has Size, a Colour picker, Bold and Left / Centre / Right; a Box has a Fill colour. A picture says what it shows (Picture: Company logo (from Settings)) with Upload a different picture and Use the company logo. Advanced: size and position opens at the bottom for typing numbers (From left, From top, Width, Height, in px), and the block's raw CSS is under Fine-tune.
• Page settings — with nothing selected, the right-hand panel shows the page: Paper (A4 or Letter), Orientation (Portrait or Landscape) and Margins (Narrow 8 mm, Normal 15 mm, Wide 25 mm). Both versions share them. The margin shows as a dashed line on the sheet: blocks stay where you put them, a block you click in starts inside it, and a long items table that runs onto the next page continues that far from the top and bottom edges. If a smaller paper or landscape leaves blocks past the edge, the panel says how many so you can move them back.
• One sample — the page and the field list show the same sample: two lines totalling 2,205.00, so Subtotal and Total read ₱ 2,205.00 on the Non-VAT version, and the VAT version adds VAT ₱ 264.60 for a total of ₱ 2,469.60. A Sample data ribbon on the sheet says so; it never prints. Real documents print their own data.
• Signature block — adds a ready-made set of blocks: Prepared by: and Approved by: (each with the person's signature image, a line, their name, position and date) and a blank Conforme: column for the customer. They are plain blocks, so any piece can be moved or deleted afterwards. The signature images are filled in from each person's profile (see My Profile → Signature) — Prepared by is whoever completed the document's step and Approved by its latest approver — and print only on an issued or approved document, never on a draft. When a design has signature images, a Print signature images (only on issued / approved documents) checkbox lets you turn them off for that design.
• Data fields — the same panel lists every field you can bind to this document's real data, grouped by what they hold — This Quotation, Your company, About the document, Signatures · prepared / approved, or an earlier workflow step (From Sales Order) — each with its count (10 fields) and folding open or shut. Each field shows its sample value, and an on page tag once it's placed. Find a field at the top searches the names and sample values. Drag a field onto the sheet, or click it. A group marked with a warning icon says why on hover (for example, it only prints when that step actually exists earlier in the workflow). In Japanese and Thai the group and field names are translated.
• Company data on canvas — under the Company group, a link switches what the canvas displays while you design: my company (your real company details) or sample data (generic placeholder text).
• Totals anywhere — a document with lines also offers Subtotal (lines), VAT and Total as data fields: worked out exactly as the items table's totals, in the document's currency, so you can place them wherever the layout needs them (for example a totals box beside the signature).
• Follow the items table — select a block placed under the items table (a Text block with your terms, the Total field, a signature) and tick Follow the items table: it then prints right under the table, keeping the gap you left, however many lines the document has — a long quotation never runs into its terms. Untick it and the block stays at its exact place. A Text block takes several lines (press Enter for a new line).
• Items table — click Items table in a group to drop in the line-items table, with each line's Amount and its totals (and the VAT lines on the VAT version). Every document with lines offers it — the Quotation and the Purchase Request too — and About the document → Document number prints the document's own number (QT-…, SO-…, PO-…). Right-click the table (or double-click) and choose Configure table… to open the table style editor:
  • Columns & alignment — turn columns on or off and set each one's alignment. Besides the usual SKU (the item's code), Item, Description, Qty, Unit Price, Discount, Amount, and Tax, the discount can be shown in full with Disc. %, Net Price (unit price after discount) and Gross Amount (before discount), and trade-specific columns are available: UOM, MT (metric tons), Grade, and Size (MM), plus Equivalent (the amount in the customer's second currency — see Settings → Documents). Each column's header label can be overridden too.
  • Colors and Grid lines & spacing — header fill/text color, body text color, border color, horizontal/vertical grid lines, line thickness, a Font for the table (Roboto, Helvetica, Times, or Courier), font size, and cell padding.
  • Column background colors — a color picker for each visible column, tinting that column's body cells. The dialog's own live preview table updates immediately as you pick a color, matching what the canvas and PDF export already show.
  • Totals — choose how the table's footer totals: Auto (follows the template's Non-VAT/VAT version automatically), None, Total only, VAT breakdown (subtotal + VAT + total, with a VAT-inclusive/exclusive choice), With discount (gross, discount, VAT) (Gross total · Total discount · Subtotal · VAT · Total — unit prices are before discount, amounts after; the Gross total and Total discount labels can be overridden too), or Column sums (a grand-total row that sums quantity, MT, and amount in place — the style used by trading documents). The Subtotal, VAT, and Total row labels can each be overridden.
  • Ruled totals form — a checkbox available whenever Totals is set to Total only, VAT breakdown, or Auto. Turn it on for an alternative totals presentation used by trading-style documents: a dashed rule above the totals block, each row's label on the left instead of the usual right-aligned pair, the quantity and MT column sums shown on the grand-total row, and a heavy rule below it. Turning it on also shows a small Preview schematic directly beneath the checkbox — the same dashed rule, labels, sums, and heavy rule — so you can check the look before saving.
  • Totals band & footer rows — a checkbox prints a gray ***NOTHING FOLLOWS*** band under the last item row. Below that, build your own footer rows directly on the live preview: click Add row for a blank row or a ready-made totals layout (Grand total, Grand total (VAT-inclusive), or Subtotal + VAT + Total), then click a cell to edit its content, alignment, bold, and background color in a popup, or drag a cell to reorder it within its row. Right-click a row for Edit cell, Add column (splits the row's widest cell to make room), Add row below, Make gray band (turns the row into a full-width shaded marker), or Delete row. A Σ icon on a cell means its value is calculated automatically from the item rows (subtotal, VAT, total, quantity, or MT) rather than typed. If Totals above is still set to Total only or VAT breakdown, that computed row shows here as a link — click it to convert it into these same editable, draggable cells.
• Table (manual) — add a free-standing table you fill in by hand (for example a signature block or an acceptance grid), independent of the line-items table. Right-click it (or double-click) for Edit table… to open its editor:
  • Add row / Add column grow the grid; select a cell to Delete row or Delete column.
  • Click any cell in the live preview to edit it: a static Value, or an optional Dynamic field binding that pulls in real data instead of typed text. Set its alignment, Bold, Font and font size, and background color, and merge it across columns and/or rows.
  • Per selected row, set a row background color and toggle the line below this row.
  • Table-wide, set the outer border thickness, the inner (row divider) thickness, the border color, and whether vertical dividers between columns are shown.
• Right-click any other block (or double-click it) for Edit text… / Edit line… / Edit box… / Edit style… (fields) to adjust its size, font (Roboto, Helvetica, Times, or Courier), color, boldness, and opacity with a live preview, plus Duplicate and Delete. Images also offer Replace image…. Inside a text block's content, wrap any part of it in double asterisks (**like this**) to bold just that part — both the canvas and the exported PDF render the wrapped text bold while the rest keeps the block's own weight; text with no asterisks is unaffected.
• Layering — every block's right-click menu also has Bring to front and Send to background, for when one block (for example a background box) needs to sit behind or in front of others.
• Locking a block — right-click a block and choose Lock (the same right-click menu on a locked block shows Unlock instead). A locked block can't be dragged, resized, double-click-edited, or click-selected — right-clicking it still works, so Unlock from that menu is the only way back in. A small lock badge marks it on the canvas. Locking is purely an editing safeguard; it has no effect on the exported PDF.
• The top bar also has Undo/Redo, an advanced panel for direct CSS-style overrides, Start over from the standard layout, and Add a page for multi-page documents.

One Template, Two Versions (VAT / Non-VAT)#

Each saved document template can hold two versions — a Non-VAT version and a VAT version — picked under Layout for in the designer's top bar (e.g. Non-VAT Quotation ▾; + VAT version until it exists). ANTE prints whichever version matches the document: the VAT version when the run is taxable, otherwise the Non-VAT version. The sample on the page follows the version you are editing (its Tax type reads Non-VAT or VAT 12%). Adding the other version starts it as a copy of the one you're on, so you only need to adjust what's different (typically the table's Totals setting). Spreadsheet templates don't have a VAT/Non-VAT split — they hold a single layout.

Same place in both versions. When you select a block that is in both versions, the properties panel shows the Same place in both versions switch. While it is on, moving or resizing the block here moves it in the other version too, and deleting it deletes it from both. A field you add goes into both versions at the same place, except the VAT amount, which stays on the version you add it to. Turn the switch off when one version needs the block somewhere else. In a layout whose versions already place a block differently, the switch starts off, so nothing moves when you open it.

The Spreadsheet Designer#

Opening or starting a spreadsheet template (see New spreadsheet template (.xlsx) below) replaces the free-form canvas with the spreadsheet designer, in place — same page, no separate dialog. A Spreadsheet chip next to the document name in the top bar marks that you're in this mode; opening a document template again swaps you back to the canvas.

On the left is a live grid preview of the workbook — title row, company block, any bound rows you've added, and the items table filled with sample data (a note under the grid reminds you the real export renders the step's actual submission instead). For the Canvass Sheet document type, the preview shows the supplier tabulation matrix: one price column per supplier, with the lowest quote per row bolded and an extended total per supplier.

On the right, the configuration panel has three parts:

• Sheet — the Title text shown above the table, the Worksheet tab name (the name of the tab inside the downloaded workbook, capped at 31 characters), and toggles for Company header, Totals row, Freeze header rows, Banded rows (zebra striping), and — for the Canvass Sheet only — Supplier price matrix. A Header fill and Header text color picker set the items table's header row colors.
• Columns — every column in the items table, in the order they'll print. Each row has a checkbox to show or hide that column, an editable label to rename its header, and up/down arrows to reorder it. An Add column dropdown offers any column not already in the loadout, drawn from the same column catalog as the document designer's items table (SKU, Item, Description, Qty, UOM, MT, Grade, Size, Unit Price, Discount, Amount, and Tax).
• Bound rows above the table — label/value rows printed between the company block and the items table (for example "Payee: Juan Dela Cruz"). Click Add bound row to add one, then set its Label text and pick the data field it pulls from — the same binding catalog the document designer's data-fields panel offers. A trash icon removes a row.

Preview .xlsx in the top bar downloads a sample workbook rendered from the current draft, so you can check the layout before saving. Save keeps it: saving a brand-new spreadsheet draft first asks for a Template name (optional — leave it blank and ANTE names it automatically). The first spreadsheet template you save for a document type activates automatically, so it starts driving that document's Excel export immediately; later ones save inactive until you Use them from the Templates list.

Saving, Naming, and Managing Templates#

Click Preview in the designer's top bar at any time to check the current layout against sample data, or Save to keep it.

• The first time you save a new design, a Name this template prompt asks for a Template name (optional — leave it blank and ANTE names it automatically).
• If both the VAT and Non-VAT versions have unsaved changes, a prompt lets you save just the one you're on or Save both.
• Click Templates in the top bar to open the full list of saved templates for this document — document AND spreadsheet templates together, one grid. A spreadsheet template's card shows a small worksheet-style preview instead of a page thumbnail, plus a Sheet badge next to its name so you can tell the two formats apart at a glance. The Active badge marks what real exports actually use — since the two formats activate independently, one document template AND one spreadsheet template can both show Active at the same time. Per template you can Use (activate it), Open it back into the editor (a spreadsheet card swaps the editor into the spreadsheet designer; a document card swaps it back to the canvas), Duplicate it, rename it, or delete it.
• New document template starts a fresh PDF design from scratch, and New spreadsheet template (.xlsx) starts a fresh spreadsheet design from the document type's default layout (opening straight into the spreadsheet designer) — pick whichever format you want to start. Use a prebuilt and Import from file below always produce a document template (there's no prebuilt or AI-import path for the spreadsheet format yet).Use a prebuilt opens a list of ready-made designs for this document type — today Quotation offers Quotation (Default) (your company's own header and a compact grid sized to the actual items); other document types may have none yet. Click Preview on one to see it rendered full screen with sample data before committing; from that preview, click Use this design to add it as your own new, editable template (or Keep looking to close the preview and try another).
  • Some prebuilts also ask you to choose before they're added — clicking Use this design on one of these first opens a Use "<prebuilt name>"? prompt with up to two choices, only showing the ones that apply to that prebuilt:
    • Company header — shown only for prebuilts that carry a built-in sample letterhead: Sample details keeps the built-in company name, address, and contact info as fixed text; My company data shows your own company profile details instead.
    • General Terms & Conditions page — shown only for prebuilts that carry that optional page: Sample terms (the full pre-filled General Terms & Conditions text), Empty page (just the section headings, so you can fill in your own wording), or No terms page (leaves it out entirely, for a one-page contract).
    Make your choices and click Use design to add the template. Prebuilts with nothing to choose skip this prompt and add the template right away.
  A template added this way starts with every block locked; unlock only the blocks you want to change (right-click → Unlock). Import from file (AI copies the layout) lets you upload a sample document (an image or PDF of a document you already use) and has AI recreate its layout as a new, inactive template you can review and activate afterward — this needs an AI key configured under Settings → Cloud Credentials first.

Start a process run#

On the Templates tab, click Start on the template (or use New Process), choose the template, optionally link it to a Project or Engagement, then click Start Process.

Find a running instance#

Open the Instances tab, stay on the Running sub-tab, and use Search or Filter by process to locate it. Click the row to open it.

See how far a run has gotten#

Open the instance — the Progress bar, the per-step status badges, and the Flow timeline show exactly where it is.

Edit who handles a step#

Open the template in the builder, click the step node, choose Edit, and change the Assignee. Save your changes.

Make an editable copy of a locked template#

Open the pre-built template and click Duplicate to customize. You'll be editing your own copy, where everything is unlocked.

Cancel a run#

Open the running instance, click Cancel Instance, enter a reason, and confirm. It may require approval depending on your company's settings.

Why can't I start a template?#

Only Active templates appear in the Start Process picker. If a template is still a Draft or is Archived, activate it first (or, for pre-built templates, make sure it's set to Active).

What's the difference between a template and an instance?#

A template is the reusable blueprint. An instance is one actual run of that blueprint, with its own progress and data.

Can a document type have both a PDF template and a spreadsheet template active?#

Yes. The document (PDF) and spreadsheet (.xlsx) formats activate independently, so a document type can have one of each Active at the same time — the Export button always uses the active document template, and the Excel button always uses the active spreadsheet template. See The Spreadsheet Designer above.

Who can cancel an instance?#

The person who started it, an administrator, or a user granted cancel permission. Others won't see the Cancel Instance button.

My instance shows "Cancellation Pending" — what does that mean?#

Your company requires cancellations to be approved. The run is paused awaiting an administrator's approval or rejection of the cancellation request.

I can't complete a step — it says the chained workflow is inactive. What do I do?#

The step's Then also is set to chain into another workflow, but that target workflow is currently inactive. Go to Workspace → Processes → Templates, find the target workflow, and set it to Active. Then return to the step and try to complete it again.

A step shows an "Automation failed" badge — what should I do?#

The step completed successfully, but its on-complete automation (for example, a chain to another workflow or an inventory action) did not run. The badge shows the error detail on hover. Handle the missed action manually (for example, start the chained process by hand or correct the inventory) and contact your administrator if the root cause is unclear.

Why is "Payment Approval" or "Payment Release" greyed out in the Form Dialog list?#

Payment Approval needs an earlier Payment Request step in the same flow, and Payment Release needs an earlier Payment Approval step. Add the missing step (or move it earlier), and the option becomes available.

Why can't I delete or move this rejected connection on the canvas?#

It's the payment trio's locked reject-to-request path (shown with a lock icon) — an approver or releaser step's rejection always routes back to the Payment Request step, so that connection can't be removed or repointed.

💡 Note: The processes, templates, and actions you can see depend on your role and permissions. Contact your administrator if you need additional access.