---
title: Practical Workflow Examples
description: 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 o...
---

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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.

- [Essal Office](https://help.essal.cloud/en/essal-office?hsLang=en#main-content)

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    - [Workflows and automation](https://help.essal.cloud/en/essal-office?hsLang=en#workflows-and-automation)
    - [Organizing with tags](https://help.essal.cloud/en/essal-office?hsLang=en#organizing-with-tags)
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