--- title: Managing bot workflows description: Automate your approval processes with Josef Workflows. Streamline document reviews and enhance team efficiency with easy setup and tracking. --- [Skip to content](https://help.joseflegal.com/managing-bot-workflows#main-content) [![Josef Logo](https://help.joseflegal.com/hs-fs/hubfs/josef-logo-4.png?width=120&height=40&name=josef-logo-4.png)](https://www.joseflegal.com) Open main navigation Close main navigation - - [Contact us](https://help.joseflegal.com/kb-tickets/new) [Contact us](https://help.joseflegal.com/kb-tickets/new?hsLang=en) How can we help you? - There are no suggestions because the search field is empty. 1. [Support](https://help.joseflegal.com/?hsLang=en) 2. [Josef No-Code Automation Platform](https://help.joseflegal.com/josef-no-code-automation-platform?hsLang=en) 3. [Notifications and workflows](https://help.joseflegal.com/josef-no-code-automation-platform?hsLang=en#notifications-and-workflows) # Managing bot workflows - [**Overview**](https://help.joseflegal.com/managing-bot-workflows#overview) - [**Building workflows**](https://help.joseflegal.com/managing-bot-workflows#building-workflows) - - [Details](https://help.joseflegal.com/managing-bot-workflows#details) - [Requester](https://help.joseflegal.com/managing-bot-workflows#requester) - [Approver](https://help.joseflegal.com/managing-bot-workflows#approver) - [Set triggers](https://help.joseflegal.com/managing-bot-workflows#set-triggers) - [**Processing approval requests**](https://help.joseflegal.com/managing-bot-workflows#procsesing-approval-requests) - [Receiving approval requests as an approver](https://help.joseflegal.com/managing-bot-workflows#receiving-approval-requests-as-an-approver) - [Receiving approval responses as a requester](https://help.joseflegal.com/managing-bot-workflows#receiving-approval-responses-as-a-requester) - [**Reviewing ongoing/past requests**](https://help.joseflegal.com/managing-bot-workflows#reviewing-ongoing-past-requests) - [**Feedback**](https://help.joseflegal.com/managing-bot-workflows#feedback) Looking to automate more of your workflows and processes with Josef?  With **Workflows**, you can automate everything from contract approval processes, document reviews, compliance checks, leave of absence requests, project proposals, and more. **Workflows** helps teams streamline more processes and guarantee consistent outputs every time.  Here's how to build workflows in your bots. **Note**: Workflows is only available for bots built in  [**Form**](https://help.joseflegal.com/styling-a-bot?hsLang=en) view. - **0:17** Example: Generating an Master Service Agreement for approval - **1:11** Receiving an approval request email - **1:27** Approving a document - **3:29** Receiving a rejection notification - **4:18** Creating a new workflow - **6:16** Tracking approvals in Activity ### **Overview** Once set up, **workflows** on Josef work like this: 1. To start, an **end-user** completes their bot interaction and generates a given document (optional). - **Note**: If a document is being generated for approval, be sure to set the message type as [Internal document](https://help.joseflegal.com/message-types?hsLang=en) so that the user will not be able to access it until it’s approved. 2. The interaction (and document) are automatically sent to nominated **approver(s)** via email for review. - They are then able to review the interaction (and document), provide feedback, and approve/reject the approval request. 3. The approver’s response is then sent via email to a nominated **requester** to follow up. 4. If the approval request is **accepted**, done! The requester's interaction (and document) can be used accordingly. 5. If the approval request is **rejected**, the requester can review any feedback, resume the interaction, and resubmit the interaction for approval, if necessary. ![8524751124367](https://help.joseflegal.com/hs-fs/hubfs/Knowledge%20Base%20Import/8524751124367.png?width=670&height=499&name=8524751124367.png) \[**Image**: The contents of a workflow accessible via **Dashboard \> \[bot\] \> Workflows**\] ### **Building workflows** **Workflows** works hand in hand with bot logic set up in either **List view** and **Flowchart**. To create a workflow, builders simply need to 1. First, build out their bot’s [logic](https://help.joseflegal.com/create-a-conversation-flow?hsLang=en), 2. [Automate a document](https://help.joseflegal.com/creating-a-document-in-the-word-editor?hsLang=en) or two (optional), then 3. Head into **Workflows** to set up the relevant approval processes. #### **Create new approval workflow** To create an approval workflow, input the relevant details under **New approval workflow** to ensure both the **Requester** and **Approver** have everything they need to get things moving. Here’s a run-through of each field you'll need to populate. ![8533257816463](https://help.joseflegal.com/hs-fs/hubfs/Knowledge%20Base%20Import/8533257816463.png?width=670&height=491&name=8533257816463.png) \[**Image**: An example approval workflow setup including **Details** and **Requester** details\] #### **Details** - **Workflow name** - Give the approval workflow a relevant name to help you identify it later on. #### **Requester** - **Requester email address** - The person requesting something for approval (i.e. most likely the end-user of the bot). - **Note**: If your bot does not include a message collecting the end user’s [email](https://help.joseflegal.com/response-types?hsLang=en) address, you will need to add one before being able to create the workflow. - **Message to requester** - The final message delivered to the bot end-user if a workflow is set up (e.g. Thank you for providing this information. We will review your details and get back to you in 2 business days.). **![8532630043791](https://help.joseflegal.com/hs-fs/hubfs/Knowledge%20Base%20Import/8532630043791.png?width=550&height=117&name=8532630043791.png)** \[**Image**: An example of a **Message to requester** displayed to bot end-users upon submitting their interactions\] --- #### **Approval steps** - **Add step(s) for approval** - Add a step to complete the workflow. For example, the first step might go to a particular person or team to approve, then an additional step for another person/team for final approval. - Your workflow can have up to 5 steps. #### **Approver(s)** - **Approver email address** - The contact who will **review** the approval request (and any generated documents), provide **feedback**, and provide a **response** (i.e. “Accept” or “Reject”). - - You can add up to 4 approvers - **Message to approver(s)** - Include a specific approval request or context to ensure the approver knows exactly what is expected of them. - **Approver response** - How an approver can respond (i.e. “Accept” or “Reject”). - **Create workflow** - Once you’ve populated all of the above fields, click this button! ![8533270883343](https://help.joseflegal.com/hs-fs/hubfs/Knowledge%20Base%20Import/8533270883343.png?width=670&height=491&name=8533270883343.png) \[**Image**: An example approval workflow setup including **Approver** and **Trigger** details\] #### **Set triggers** Once you’ve populated the details and contents of your approval workflow, you can determine when it is triggered. Approval workflows are **only** **triggered** once an end-user reaches a **final message** in your bot (i.e., once they have clicked “Submit now” in the bot UI). However, if your bot has one or more final messages, you can set up specific triggers so that the workflow is triggered only in certain circumstances (i.e., when an end-user reaches a specific final message). - **Hint**: If you have created [notification triggers](https://help.joseflegal.com/send-notification-emails?hsLang=en) in the past, you’ll find this setup very familiar! - **Note**: Currently, one workflow can be triggered per interaction. It is not possible to trigger multiple.   To set or edit an approval workflow’s trigger, 1. Locate the relevant approval workflow, then 2. Click **Set trigger**. 3. Next, in the **Edit trigger** sidebar, click **Add rule** and **Add group** to set the relevant triggers based on how end-users interact with your bot. - **Note**: For a refresher on how to create **rules**, visit [this article](https://help.joseflegal.com/connection-rules?hsLang=en). Alternatively, to learn how to create **rule groups**, [see here](https://help.joseflegal.com/rule-groups?hsLang=en). - **Hint**: If a trigger requires multiple rules, be sure the **Any/All toggle** is applied correctly. When **Any** is applied, satisfying any of the rules will trigger the approval workflow. Whereas, when **All** is applied, all of the inputted rules will need to be met. 4. Once everything is ready, toggle the approval workflow from **Draft** to **Live**.  - **Note**: Only **Live** approval workflows are triggered in **live** bots. They do not send from bots accessed in Preview mode. ### **Processing approval requests** Once a Workflow has been set up and pushed to the live version of a bot (by clicking either Launch or Update bot in the [**Launch**](https://help.joseflegal.com/launching-and-updating-your-live-bot?hsLang=en) tab), it will begin sending according to end-user interactions. Here’s how approvers both **receive** and can **respond** to approval requests. #### **Receiving approval requests as an approver** Once an end-user submits their bot interaction and triggers the relevant approval workflow, a request is sent to the approver via email. - **Note**: The sender is [notifications@joseflegal.com](mailto:notifications@joseflegal.com). The email will be sent to the email inputted in the workflow’s [Approver email address](https://help.joseflegal.com/managing-bot-workflows#approver) and contain the content inputted in [**Message to approver**](https://help.joseflegal.com/managing-bot-workflows#approver). In the email, approvers are prompted to click **Review request**. Once clicked, they’ll be taken to the Approval page to respond. ![8533331968911](https://help.joseflegal.com/hs-fs/hubfs/Knowledge%20Base%20Import/8533331968911.png?width=343&height=426&name=8533331968911.png) \[**Image**: An example email sent to an approver requesting approval\] #### **Responding to requests as an approver** Within a request's Approval page, approvers will find 1. A summary of the end-user’s interaction (including their responses), 2. A document **Download** link (optional), 3. The **Approval decision** sidebar where they can 1. Review the **Message to approver** (located in the purple text box), 2. Determine their **Decision** (i.e. “Approve” or “Reject”), 3. Provide text-based **Feedback**, and also 4. Re-upload a new document of their choosing via **Upload file**. - **Note**: Supported file types include .docx and .pdf. 4. Once reviewed, approvers can click **Submit** to submit their response. ![8533918834063](https://help.joseflegal.com/hs-fs/hubfs/Knowledge%20Base%20Import/8533918834063.png?width=670&height=476&name=8533918834063.png) \[**Image**: The Approval page where approvers review requests after clicking **Review request** in the request email\] #### **Receiving approval responses as a requester** Once an approver has responded to a request, the nominated requester will receive the approval outcome via email. This will contain a link to the approval page, which features 1. The approver’s **feedback**, 2. A link to the original **bot-generated document** (if approved), 3. A link to the **re-uploaded document** (if uploaded by approver), and 4. A link to the **end-user interaction**. - If approved, the linked interaction will be locked. - If rejected, the linked interaction will be unlocked and open to edits and re-submission. ### **Reviewing ongoing/past requests** Approval workflow bot owners and [Admins](https://help.joseflegal.com/managing-accounts-1?hsLang=en) can review the **status** and **responses** to a bot's approval requests anytime via its [**Activity**](https://help.joseflegal.com/reporting-and-records?hsLang=en) tab. To get a high-level overview of an approval’s status, locate the relevant interaction and view its **Approval decision** and **Status** columns. An interaction can have the following **Approval decision**: - Approved - Rejected - Pending - Sent to approval and awaiting response. - N/A - No workflow was triggered. A bot interaction can have the following **Status**: - Complete - Incomplete To review an approval request in further detail, select to expand an interaction from those available. Below the end-user’s **responses**, there’ll be the following. 1. The **original bot-generated document** link (optional), 2. **Submitted for approval**, - Including the date, time and approver email. 3. **Response from approver**, and - Including date, time, approver email, the decision, and feedback.   - **Note**: If an interaction is submitted for approval multiple times, only the most recent decision and feedback will be displayed in Activity. 4. The approver's **uploaded document** link (if uploaded). ![8534009093007](https://help.joseflegal.com/hs-fs/hubfs/Knowledge%20Base%20Import/8534009093007.png?width=670&height=477&name=8534009093007.png) \[**Image**: Bot interactions featuring the contents of approval requests, responses, and **Approval decisions** in Activity\] ### **Feedback** We want to ensure **Workflows** is as helpful as it can possibly be! If you have any feedback, please share it with your Account Manager or the Josef team at [support@joseflegal.com](mailto:support@joseflegal.com). - [Josef Q](https://help.joseflegal.com/josef-q?hsLang=en#main-content) - [Using tools](https://help.joseflegal.com/josef-q?hsLang=en#using-tools) - [Training tools](https://help.joseflegal.com/josef-q?hsLang=en#training-tools) - [Preparing a knowledge base](https://help.joseflegal.com/josef-q?hsLang=en#preparing-a-knowledge-base) - [Release note (Josef Q)](https://help.joseflegal.com/josef-q?hsLang=en#release-note-josef-q) - [Creating tools](https://help.joseflegal.com/josef-q?hsLang=en#creating-tools) - [Managing tools and accounts](https://help.joseflegal.com/josef-q?hsLang=en#managing-tools-and-accounts) - [Integrations](https://help.joseflegal.com/josef-q?hsLang=en#integrations) - [Resources](https://help.joseflegal.com/josef-q?hsLang=en#resources) - [Monitoring & maintaining tools](https://help.joseflegal.com/josef-q?hsLang=en#monitoring-maintaining-tools) - [Josef No-Code Automation Platform](https://help.joseflegal.com/josef-no-code-automation-platform?hsLang=en#main-content) - [Building bots](https://help.joseflegal.com/josef-no-code-automation-platform?hsLang=en#building-bots) - [Integrations](https://help.joseflegal.com/josef-no-code-automation-platform?hsLang=en#integrations) - [Notifications and workflows](https://help.joseflegal.com/josef-no-code-automation-platform?hsLang=en#notifications-and-workflows) - [Document creation](https://help.joseflegal.com/josef-no-code-automation-platform?hsLang=en#document-creation) - [Managing bots](https://help.joseflegal.com/josef-no-code-automation-platform?hsLang=en#managing-bots) - [Testing, troubleshooting and editing](https://help.joseflegal.com/josef-no-code-automation-platform?hsLang=en#testing-troubleshooting-and-editing) - [Launching](https://help.joseflegal.com/josef-no-code-automation-platform?hsLang=en#launching) - [Single Sign-On](https://help.joseflegal.com/josef-no-code-automation-platform?hsLang=en#single-sign-on) - [FAQs](https://help.joseflegal.com/josef-no-code-automation-platform?hsLang=en#faqs) - [Getting started on Josef no-code](https://help.joseflegal.com/josef-no-code-automation-platform?hsLang=en#getting-started-on-josef-no-code) - [Release notes & FAQs for Josef no-code](https://help.joseflegal.com/josef-no-code-automation-platform?hsLang=en#release-notes-faqs-for-josef-no-code) - [Managing accounts](https://help.joseflegal.com/josef-no-code-automation-platform?hsLang=en#managing-accounts) - [Reporting](https://help.joseflegal.com/josef-no-code-automation-platform?hsLang=en#reporting) - [Formatting a bot](https://help.joseflegal.com/josef-no-code-automation-platform?hsLang=en#formatting-a-bot) [![Chill listening crop-3](https://help.joseflegal.com/hs-fs/hubfs/Josef%20logo.png?width=72&height=24&name=Josef%20logo.png "Chill listening crop-3")](http://joseflegal.com) [support@joseflegal.com](mailto:support@joseflegal.com)  [mailto:support@joseflegal.com](mailto:support@joseflegal.com) Copyright © 2025, Josef Legal