Workflow Template vs. Workflow Run
Understanding the difference between a workflow template and a workflow run is essential for effectively using PandaDoc’s workflow feature.
Workflow Template
A workflow template is a predefined blueprint that outlines the steps and rules of a specific process. It serves as a reusable framework, ensuring that every workflow execution follows a standardized process.
Key Characteristics of a Workflow Template
- Defines steps, rules, and data sources.
- Standardizes processes for repeatable tasks.
- Ensures consistency across clients and projects.
For example, a workflow template might include steps for:
- Pulling data from a CRM.
- Generating a quote.
- Applying discount rules.
- Creating a final document.
Who Creates Workflow Templates?
Workflow templates are typically created by admins or operations teams. These users design the template by specifying:
- Required steps (e.g., form input, quote creation, document generation).
- Rules for automating pricing, discounts, or approval flows.
- Data sources (e.g., CRM fields, manually entered data, or predefined variables).
Once a template is created, team members can use it to quickly generate documents or proposals without needing to manually configure each step.
Workflow Run
A workflow run refers to the actual execution of a workflow based on a template. When a user starts a workflow, the predefined steps in the template are applied to real-world data, producing customized documents or quotes.
Key Characteristics of a Workflow Run
- Executes a specific instance of a workflow template.
- Pulls real-world data (e.g., from a CRM, manual inputs).
- Generates customized proposals, contracts, or quotes.
For example, if a workflow template is set up to create proposals with product details and pricing from a CRM:
- A workflow run would pull actual customer data from the CRM.
- The workflow would generate a proposal tailored to that customer.
- The final document would be ready for review and sending.
Who Can Run Workflows?
Any user with a Member, Manager, or Admin role can run workflows.
For users with custom roles, the "Run Workflows" permission must be enabled.
Summary Table
| Feature | Workflow Template | Workflow Run |
|---|---|---|
| Purpose | Defines a repeatable process | Executes a specific instance of a template |
| Created by | Admins, Operations Teams | Any authorized user |
| Includes | Steps, rules, data sources | Real-world data, document creation |
| Example | A template for generating sales proposals | A proposal generated for a specific customer |
By understanding these differences, teams can streamline their document creation workflows, ensuring efficiency, accuracy, and consistency across all processes.