Software/ Workflow
Versatile Workflow
Workflow automation for records management
Records that file, route, and queue their own destruction — on their own events, on the record. Versatile Workflow works across electronic and physical records, and every step it takes is journaled.
The record advances the process
Drag a purchase order into its folder and Versatile does two things at once: files it under the right retention — and fires the folder's rule, launching the workflow and prompting the right person to complete the running step.
One drag, two outcomes
Filed and governed; workflow underway. No one opens a task list to make it true.
Always on the record
The filing, the step completion, the who and when — all journaled automatically.
Workflows that start themselves
Folder rules watch the events records generate — saving, check-in, commit, approval, metadata changes, folder creation — and launch the right workflow automatically. Nobody has to remember to start the process, because the record starts it.
Automatic triggers
Rules respond to a dozen record events, from save and check-in to approval and metadata change — and prompt the right people in the moment.
Automated actions
Eight built-in action types: create folders, copy folder structures, copy documents, move folders, update another task's status, generate PDF reports, send notifications, or end the workflow — all automatic.
Wired to disposition
Rules can place retention holds and build destruction batches — workflow isn't beside your governance, it enforces it.
Data that travels with the work
Typed workflow fields — text, dates, numbers, checkboxes, user lists — carry information from start to finish, name folders, and address notifications.
Designed by your team, not by consultants
Your administrators author workflows in Versatile's designer — a template wizard with editors for tasks, actions, dependencies, phases, and data fields — and watch every running workflow as a live diagram or dashboard.
Templates & tasks
Reusable templates; tasks with seven enforced statuses, sub-tasks, and reassignment — plus dependencies the engine enforces: a step can't start, or can't complete, until the steps it waits on are done.
Notifications that name names
Personalized email and in-app notices with the task, assignee, and dates merged in — and an hourly sweep that fires reminders and escalations the moment tasks run overdue.
An audit trail for every step
Every workflow event is journaled — who, when, and outcome — so the process you ran is the process you can prove.
Electronic and physical, one retention truth
Workflow launches from repository events and feeds retention holds and destruction batches — and because electronic and physical records share one retention truth in Versatile, what workflow enforces is the same governance that rules the warehouse.