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.
A Redaction step, when a request needs one
Any step can be a Redaction step, with the reviewer or team assigned right there, so a records request runs through review and delivery on a template your organization controls. See records request review & redaction →
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.