Workflow Actions Reference
Actions define what happens to a document when a workflow's trigger fires and all filter conditions are met. Each workflow can have multiple actions, and all of them execute together in the same pass.
Metadata Assignment Actions
These actions set or update the document's metadata fields:
- Action: **Assign correspondent**
- What it does: Sets the document correspondent
- Notes: Overwrites any existing correspondent
- Action: **Assign document type**
- What it does: Sets the document type
- Notes: Overwrites any existing type
- Action: **Add tag**
- What it does: Adds a tag to the document
- Notes: Existing tags are preserved
- Action: **Remove tag**
- What it does: Removes a specific tag from the document
- Notes: Other tags are not affected
- Action: **Set custom field value**
- What it does: Sets the value of a custom field
- Notes: Field must already exist
Ownership and Permission Actions
- Action: **Assign owner**
- What it does: Sets the document owner
- Notes: Replaces the current owner
- Action: **Assign view permission**
- What it does: Grants read access to a user or group
- Notes: Additive — does not remove other grants
- Action: **Assign change permission**
- What it does: Grants edit access to a user or group
- Notes: Additive
- Action: **Remove view permission**
- What it does: Removes view access from a user or group
- Notes:
- Action: **Remove change permission**
- What it does: Removes edit access from a user or group
- Notes:
Notification Actions
- Action: **Send email notification**
- What it does: Sends an email to one or more users when the workflow fires
- Notes: Useful for alerting staff to new documents requiring attention
The notification email typically includes the document title, date, and a link to open it in Essal Office.
Action Combining Patterns
Actions can be combined in any way. Common combinations:
Auto-classify and assign: - Assign correspondent: Acme Supplies - Assign document type: Invoice - Add tag: Finance - Add tag: Inbox - Assign owner: finance.lead@company.com
Permission grant on arrival: - Assign view permission: group Finance Team - Assign change permission: user accounts.payable@company.com
Stage transition: - Remove tag: Unreviewed - Add tag: Reviewed - Send email notification: to manager@company.com
Action Execution Order
Within a single workflow, all actions execute in the order they are listed. Order usually does not matter for independent actions, but it can matter if one action depends on the result of another (e.g. set a correspondent before sending a notification that includes the correspondent name).
Actions Do Not Stack Across Workflows
Each workflow's actions are applied independently. If two workflows both include "Add tag: Finance", the tag is applied once (adding a duplicate has no effect). If one adds a tag and another removes the same tag, the final outcome depends on which workflow runs last.