Workflow Steps Reference

Last Updated: May 19, 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 Choose an Event modal to choose your trigger.

Workflow Triggers
Trigger Type	Description	Initiation	Example
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.
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.
Document Event	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 Rules & Routing job.	A variety of invoices are received in shipping and receiving. Scan invoices to be reviewed by purchasing and archived.
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.
Background Workflow	After a print job is completed, the document triggers the workflow.	The configured printer has completed a job.	All print jobs 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 Vasion Storage.	After an accounting approval, a copy is filed in Vasion 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.
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. 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 Branch	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 Branch	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.
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	Accepts runtime data from prior workflow steps, including documents, IDP results, and form inputs, to produce context-aware outputs. Supports natural language instructions, allowing non-developers to define agent behavior without writing code.	Rental applications that are submitted internationally, for various countries, need to be categorized into regions. The agent step is instructed to return what continent the application is from.

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