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Practical Workflow Examples

These examples show how real organisations use Essal Office workflows to reduce manual work. Use them as a starting point and adapt them to your own organisation.

Example 1: Add Inbox Tag to All New Documents

Goal: Every new document gets an Inbox tag so staff know it needs review.

  • Setting: Trigger
  • Value: Document created


  • Setting: Filters
  • Value: (none)


  • Setting: Actions
  • Value: Add tag: `Inbox`

This is the simplest and most universally useful workflow. It ensures nothing slips through without review.

Example 2: Auto-Classify Supplier Invoices

Goal: Documents from a known supplier are automatically classified with the right correspondent, type, and tags.


  • Setting: Trigger
  • Value: Document created


  • Setting: Filters
  • Value: Title contains "Acme" OR Correspondent = `Acme Supplies`


  • Setting: Actions
  • Value: Assign correspondent: `Acme Supplies`; Assign type: `Invoice`; Add tags: `Finance`, `Inbox`; Assign owner: finance team lead

Example 3: Alert the Finance Team to New Invoices

Goal: When a new invoice arrives, notify the finance team lead by email.


  • Setting: Trigger
  • Value: Document created


  • Setting: Filters
  • Value: Document type = `Invoice`


  • Setting: Actions
  • Value: Send email notification: to `finance@company.com`

Tip: Chain this after the auto-classify workflow (give it a higher Order number) so the notification fires after the document has been classified.

Example 4: Remove Inbox Tag When Document is Reviewed

Goal: When a user assigns a correspondent and type to a document, automatically remove the Inbox tag.


  • Setting: Trigger
  • Value: Document updated


  • Setting: Filters
  • Value: Has correspondent (is set) AND has document type (is set) AND has tag: `Inbox`


  • Setting: Actions
  • Value: Remove tag: `Inbox`

This automates the final step of the review workflow — staff no longer need to remember to manually remove the Inbox tag.

Example 5: Grant Finance Team Access to Financial Documents

Goal: Any document tagged Finance becomes visible to the Finance group automatically.


  • Setting: Trigger
  • Value: Document created OR Document updated


  • Setting: Filters
  • Value: Has tag: `Finance`


  • Setting: Actions
  • Value: Assign view permission: group `Finance Team`; Assign change permission: group `Finance Team`

Example 6: Route Scanner Output

Goal: Documents arriving from the office scanner (via email import from scanner@office.local) are auto-classified as scanned documents and assigned to the person who monitors incoming scans.


  • Setting: Trigger
  • Value: Document created


  • Setting: Filters
  • Value: Source = email; From address contains `scanner@office.local`


  • Setting: Actions
  • Value: Add tag: `Scanned`, `Inbox`; Assign owner: `reception@company.com`

Building Your Own

Start with Example 1 (Inbox tag for all new documents). Then add targeted classification workflows for your highest-volume document sources. Test each workflow with a sample document before putting it into production.