Output To Workflow
Last Updated: May 19, 2026
Output To Workflow enables organizations to route documents from Vasion Output directly into a Vasion Automate business process workflow using a Send to Workflow action in Rules and Routing. Instead of sending documents only to a printer, you can configure a rule that captures the output and triggers automation which converts legacy print formats into digital files before routing them to downstream business processes automatically.
This is especially useful for organizations that rely on business-critical applications such as ERP or EMR systems, which typically produce printer-ready output formats like PCL or PostScript. Output To Workflow bridges the gap between those legacy systems and digital workflows without requiring changes to the source application.
Key Points
- Output To Workflow requires licenses for both Vasion Output and Vasion Automate.
- The Send to Workflow action is available in Rules and Routing after both products are active in your environment.
- When a rule triggers, Vasion Output converts the document to PDF and submits it to the selected workflow. The workflow begins processing automatically.
- You can use conditions within Rules and Routing to target specific documents, users, or job types before routing to a workflow. This lets you apply Output To Workflow selectively based on your organization's needs.
- Each Send to Workflow action routes to one workflow. To route documents to more than one workflow, create separate rules with separate Send to Workflow actions.
- If a selected workflow is deleted or becomes unavailable, the rule flags the action as invalid. Rules with invalid actions do not execute.
- All workflow submissions are logged in Vasion Automate with user, timestamp, and submission status information.
Common Use Cases
Organizations in regulated industries can use Rules and Routing conditions to identify and capture business-critical documents — such as invoices, purchase orders, or patient records — as they pass through Vasion Output. A Send to Workflow action then routes those documents into an approval, archival, or compliance workflow in Vasion Automate automatically, without requiring users to manually upload or reroute files.
How It Works
When a document job arrives in Vasion Output and matches a configured rule, the Send to Workflow action captures the document and converts it to PDF. The converted file is submitted to the selected Vasion Automate workflow through the Document Event trigger, along with metadata such as user, printer, file name, and source type. The workflow begins executing immediately.
If the document does not match any rules with a Send to Workflow action, it follows its standard routing path and is not submitted to Vasion Automate.
Workflow administrators can use the metadata passed at trigger time to make routing decisions, apply conditional branching, or populate workflow fields. For a full list of available variables, refer to Document Event Variables.
Requirements
Before you configure Output To Workflow, confirm the following:
- Vasion Output and Vasion Automate are active in your environment.
- You have administrator access to Rules and Routing.
- At least one published workflow with a Document Event trigger with the Rules and Routing input source selected. For more details refer to Document Event Trigger and Business Process Workflow.
- Review the Rules & Routing Components topics to understand the triggers, conditions, and available actions.