Workflow Steps Reference

Last Updated: October 25, 2026

The Workflow Designer is a no-code drag-and-drop canvas for building Business Process workflows. Use this reference to identify the available step types, connectors, and canvas controls.

Workflow Triggers

Workflow Triggers are the entry points or beginning steps to workflows. Select a trigger from the What starts this workflow? panel.

Workflow Triggers
Trigger Type	Description	Initiation	Example
Document	Documents are submitted through typical employee processes (scanning, printing, or retrieving from storage), to trigger workflows.	A user selects the workflow from the scanner CPA, selects Send to Vasion Automate while printing, or triggers from a Output Rules job.	A variety of invoices are received in shipping and receiving. Scan invoices to be reviewed by purchasing and archived.
Form Submission	A form trigger happens when the selected form is completed by a user.	The selected form is completed.	An address needs to be updated in multiple places by HR. The user submits the new information.
Signature Template	A signature template trigger happens when the selected signature template is completed by a user.	The selected signature template is completed.	A job offer is sent out and requires multiple approvals after the new hire has signed.
Manual Start	A workflow that is started by a user.	Start the workflow from the Workflow app. See Start a Workflow.	A injury report needs to be filed. The workflow is assigned to the injured party.
Background Workflow	This trigger can perform either of the following options: After a print job is completed, the document triggers the workflow. Hold a print job to process the document through a workflow. Add a later print step to release the job.	The configured printer has completed a job.	All print jobs sent to a check printer need to retained digitally for 90 days.

Basic Steps

Basic steps are the building blocks of a workflow. Drag a step from the Basic Steps panel onto the canvas to add it to your workflow.

Basic Steps
Step	Description	Examples
Form	Requires an assigned user to complete and submit a form. Select the form and the name of the assignee. As the assignee, the same user receives the form every time the workflow runs. If the assigned user leaves the organization or changes roles, use Make a Copy to create a new workflow with the updated assignee.	Compliance submissions, IT access requests, finance approvals.
Approval	Requires an assigned user to review and either approve or reject the workflow. When the assignee approves the step, the workflow advances to the next step. When the assignee rejects the step, the workflow follows the Reject connector. The Source menu is populated by Form steps that precede the Approval step in the workflow. If the Source dropdown is empty, add a Form step earlier in the workflow before configuring this step.	Manager approval, finance approval.
Signature Approval	Requires an assigned user to review and sign a signature field on a form. Signature Approval steps must correspond one-to-one with the signature fields on the selected form.	Signed authorization for a purchase order, countersignature on an HR document.
Storage	Send a workflow source to Storage.	After an accounting approval, a copy is filed in Storage for document retention.
Email	Send an email containing workflow data to one or more email addresses.	An invoice has been approved and is being sent to a customer for confirmation.
Send for Signature	Requires an assigned user to sign a signature field on a Sign template.	Part of a workflow process requires someone's signature on a standard document, like an agreement, before the workflow can continue.
Print	Sends selected documents that earlier steps generate or collect through API Cloud Link (PrinterLogic Output) or Off-Network Print.	A printed document is required as part of a business process workflow, without
End	Marks the end of a workflow branch. Every branch in a workflow must connect to an End step. Select an end type from the End Type menu: End Branch ends the current branch while other branches continue; Terminate Workflow ends the entire workflow regardless of the status of other branches.	Closing an approved request, terminating a workflow when a rejection occurs.

Advanced Steps

Advanced steps control how the workflow routes work between multiple paths. Drag a step from the Advanced Steps panel onto the canvas to add it to your workflow.

Advanced Steps
Step	Description	Examples
Conditional Branch	Routes the workflow to different steps based on the value of a form field or the result of an Agent step. Configure one or more conditions and connect each numbered branch connector to the appropriate next step.	Routing a request to different approvers based on a department, escalating a request based on a dollar amount.
Split	Splits the workflow into multiple parallel paths. Use when multiple approvals must occur simultaneously or when any one of several people can complete the approval. Connect the plus "+" button on the Split branch step to each parallel path.	Simultaneous review by HR and legal, parallel approval by two department managers.
Merge	Combines multiple parallel paths back into a single path. Select a merge type from the Merge Type menu: All requires all connected steps to complete before the workflow advances; Any advances the workflow when any one connected step completes.	Signed authorization for a purchase order, countersignature on an HR document.
Business Rule	Outputs a value based on one or more rules that you define. This step does not branch the Workflow.	An employee intake form upstream has "IT" as the selected value for Department.
Intelligent Document Processing	Uses AI to classify documents and extract structured field data automatically. Blueprints are made to frame the information that is extracted for later use.	An invoice from a previous step is analyzed to extract costs.
Agent	Adds an existing AI agent to your workflow to read, summarize, extract, or draft content from information collected in earlier steps. Select an agent, and then enter instructions in plain language that describe the task. When the workflow runs, the agent completes the task and passes its result to the next step. The result can be a text response, or a file. Refer to Agent Step.	Redact any PII or PHI data you find in the document and save the new document. Preserve all document metadata.
API Connector	Run calls to an API endpoint using upstream data from the workflow. Receive data from an API endpoint to use downstream in the workflow.	While processing a healthcare claim, make an API call to an internal API to fill in additional information about the patient.

Workflow Template Steps

Workflow Template Step Types
Icon	Description	Notes
	Workflow trigger.	Trigger that starts the workflow.
	Form.	User fills out a form.
	Approval.	Assignee approves or rejects a form.
	Signature Approval.	Assignee signs a signature field on a form.
	Storage.	Store a file in the specified location.
	Email.	Send an email.
	Send for Signature	Assignee signs a document created from a signature template.
	Print.	User prints a document.
	Scan or upload.	User scans or uploads a document.
	Agent.	Agent performs specified instructions.
	Intelligent Document Processing.	Agent extracts, classifies, and validates data from the specified document.

Connectors

Each step node includes connector points that link steps together on the canvas. Drag from a connector point on one step to the connector point on the next step to create a path.

Connectors
Step	Description	Examples
Approve	Routes the workflow to different steps based on the value of a form field. Configure one or more conditions and connect each numbered branch connector to the appropriate next step.	Routing a request to different approvers based on a department, escalating a request based on a dollar amount.
Reject	Splits the workflow into multiple parallel paths. Use when multiple approvals must occur simultaneously or when any one of several people can complete the approval. Connect the plus "+" button on the Split branch step to each parallel path.	Simultaneous review by HR and legal, parallel approval by two department managers.
Send Back	Returns the form to the original submitter for revision. This connector is available when you turn on the Allow send back to submitter option on an Approval step. This option is not available for anonymous submissions.	The submitter can update the form and resubmit without starting a new workflow.

Canvas Controls

Canvas Controls
Control	Description
Toggle Grid	Shows or hides the alignment grid on the canvas.
Zoom	Scroll up on the mouse wheel to zoom in and scroll down to zoom out.
Step types Panel Display	Use the X on the top-right of the panel to hide the panel from view and view the entire workflow canvas. Select the Workflow button to open the Step types panel again.
Pan	Select and drag an empty area of the canvas to move the view in any direction.

Integrations Steps

SAP Workflow Step Cards

SAP step cards let a workflow look up records in SAP S/4HANA Public Cloud Edition or create and post accounts payable invoices. Before using these cards, an administrator must connect SAP to the Vasion Platform. Admins can refer to Configure SAP Integration for Workflows.

Read Actions

Read actions query SAP and return data without changing anything.

Step Card	Description	Inputs	Outputs
Find Purchase Order	Locates purchase orders matching search criteria. Returns a collection, since one invoice can reference more than one PO.	PurchaseOrderNumber, CompanyCode (optional)	POLineItems[]
Get Purchase Order Details	Fetches line items, quantities, agreed unit prices, tax codes, and delivery status for a purchase order.	PurchaseOrderNumber, CompanyCode (optional)	POLineItems[], OrderedQuantity, NetPrice, Currency, DeliveryCompletedFlag Unit price is a computed value derived from SAP's price fields
Get Goods Receipts for PO	Checks whether goods or services have been received or approved in SAP for a given PO line.	PurchaseOrderNumber, POLineItemNumber	Receipts[], ReceivedQuantity, ReceiptDocumentNumber, PostingDate
Get Prior Invoices for PO	Check Prior Invoices Scans SAP for prior invoices logged against a PO, to prevent duplicate payments.	PurchaseOrderNumber, SupplierInvoiceNumber, SupplierId	PriorInvoices[], TotalBilledQuantity, TotalBilledAmount, IsDuplicateMatch
Get Supplier	Verifies vendor status, active payment blocks, address, and default payment terms.	SupplierId or TaxNumber	SupplierName, PaymentTerms, PaymentBlockStatus, BankDetailsMatch
Get Invoice Status	Retrieves the current processing status of an existing supplier invoice.	SupplierInvoiceNumber, FiscalYear	Status (Parked, Posted, Blocked, Cancelled), PaymentBlockReason

Write Actions

Write actions create or update records in SAP.

Step Card	Description	Inputs	Outputs	Source
Create Supplier Invoice	Enters an invoice into SAP in a draft (held or parked) state for review, without posting it to the general ledger.	SupplierId, InvoiceDate, GrossAmount, Currency, POLineReferences[]	SupplierInvoiceNumber, FiscalYear, Status (Parked)	PI-86382
Post Supplier Invoice	Posts an approved invoice directly to the general ledger.	SupplierId, InvoiceDate, GrossAmount, POLineReferences[], TaxAmount	SupplierInvoiceNumber, FiscalYear, Status (Posted)	PI-86382

Next Steps

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