A workflow template is the reusable blueprint that controls how a document moves through Beacon Flow — who reviews it, who approves it, what files must be uploaded, and how long each step should take. You build the template once, and anyone initiating a new workflow can select it going forward.

Before you start

You must have access to the Manage Templates/Delegates area in Beacon Flow. If you do not see this button in your Flow navigation bar, contact your Beacon administrator to request the appropriate permissions.

Steps

1. Open the template management menu

From anywhere in Beacon Flow, click Manage Templates/Delegates in the upper-right area of the navigation bar. A small menu drops down with three options.

Click Create New Template.

2. Enter the template title and description

The Create Workflow Templates page opens. Start by filling in the two fields at the top of the Workflow Template Information section.

  • Workflow Title — Enter a clear, specific name. This is what users see when selecting a template to initiate a new workflow. Make it descriptive (for example, "Contract Review — Legal" rather than "Template 1").
  • Workflow Description — Briefly describe what this template is for and when someone should use it. This helps users pick the right template at submission time.

3. Build the upload checklist

The Define Files for Upload Checklist section lets you specify what documents the person initiating the workflow must attach. You must add at least one checklist entry before you can save the template.

For each checklist item:

  1. Enter a Checklist Entry Label/Description — the name of the file or document you are asking for (for example, "Signed Cover Sheet" or "Supporting Budget Detail").
  2. Check Is required? if the workflow cannot proceed without this file.
  3. Optionally attach a reference or sample file — either enter a URL manually or click Upload a File to attach a document from your computer.
  4. Add any Notes to give the submitter additional context about what is needed.

To add another checklist item, click + ADD a Checklist Entry below the section. To remove an item, click the red ✕ in its top-right corner.

4. Define actions

The Define Actions section lets you add task items that participants must complete as part of the workflow — separate from file uploads. Actions are assigned to specific people by default.

Click + ADD an Action to add your first action. For each one:

  • Action Name — A short label for the task (for example, "Director Certification").
  • Is required? — Check this if the action must be completed before the workflow can close.
  • Assignment — Type the name of the default assignee. This can be changed when the workflow is initiated.
  • Description — A sentence or two explaining exactly what the assignee needs to do.

To add another action, click + ADD an Action again. To remove