A Workflow Engine Update
The April 2022 release is focused squarely on the workflow engine — the core of DocQ's automation platform. These updates expand what's possible with no-code workflow configuration, making it practical to automate processes that previously required manual routing decisions.
Multi-Condition IFTTT Logic
DocQ's If-This-Then-That (IFTTT) rules engine now supports multiple condition checks within a single rule. Previously, conditions were evaluated one at a time. Now, workflow builders can combine conditions with AND/OR logic:
- All conditions must be true (AND) — useful for complex approval requirements where multiple criteria must be met simultaneously
- Any condition can be true (OR) — useful for routing scenarios where different triggers should lead to the same action
The available condition variables have also expanded to include:
- File size
- Creation date
- Document name
- Document group membership
This combination of multi-condition logic and expanded variables means that sophisticated routing decisions — the kind that previously required a human to review and decide — can now be handled automatically by the workflow engine.
Dynamic Document Assignment
A new workflow step type allows documents to be assigned dynamically based on variable values rather than static assignments.
In practice, this means a workflow can route a document to the right person in a department without the workflow builder needing to know who that person is at design time. The assignment resolves at runtime based on:
- Department membership
- Role within the department
- Variable values from earlier in the workflow
This capability works within parallel and group steps, enabling complex routing patterns like "send to the finance manager AND the department head simultaneously, where both are determined by the submitting employee's department."
Metadata Pre-Population
Forms within a workflow can now automatically populate fields with data captured in earlier workflow steps. When a form field matches a variable from a previous step, the value carries forward automatically.
This eliminates one of the most common complaints about multi-step workflows: redundant data entry. If an employee's name, department, and manager were captured in step one, those fields don't need to be re-entered in step three. The system fills them in.
For workflows with five or more steps — common in onboarding, compliance, and procurement processes — metadata pre-population saves significant time and eliminates the transcription errors that come with re-entering the same information multiple times.
Expanded Metadata Fields
Three new metadata field types are now available in document templates:
- User fields — select from a list of platform users
- Department fields — select from organizational departments
- Role fields — select from defined roles within the organization
These fields pull from DocQ's resource lists, ensuring consistency and eliminating free-text entry errors. When a form asks "Who is the hiring manager?", the user selects from a validated list rather than typing a name that might not match the system of record.
Workflow Archiving
Deleted workflows are now archived rather than permanently removed. This preserves:
- Historical data — all documents processed by the workflow remain accessible
- Audit trail integrity — the complete processing history is maintained for compliance
- Recovery option — archived workflows can be restored if needed
This change reflects a core principle: enterprise platforms should never permanently destroy operational data. Deletion is a UI action, not a data destruction event.
Split Step Document Freezing
When a workflow splits into parallel paths, the original document is now frozen at the split point. If a parallel step involves deletion, movement, or email distribution of the document, the action operates on the frozen version — preventing unintended modifications to the document that other parallel steps are still working with.
This is a technical improvement that prevents a specific class of errors in complex workflows, particularly those involving approval chains where the same document needs to be reviewed simultaneously by multiple parties.
Template Variable Defaults
All template variable types now support default values. Previously, defaults were limited to checkboxes and boolean fields. Now, text fields, date fields, number fields, and selection fields can all have pre-set defaults.
For frequently-used templates, this means less manual entry per document. Fields that rarely change (company name, standard terms, default dates) can be pre-populated, while variable fields (candidate name, specific amounts) are left blank for manual entry.
Additional Improvements
- Dropdown menus now properly accommodate lengthy option names
- Variable lists support scrolling for templates with many fields
- Form interface consistency improvements across all step types
- Attachment deletion option within workflow steps
- Invalid value prevention for numeric and date fields
- Non-empty document name requirement to prevent filing errors
Looking Forward
The April release significantly expands what's possible with DocQ's workflow engine without adding complexity to the no-code builder interface. Multi-condition logic, dynamic assignment, and metadata pre-population together enable a class of automation that was previously out of reach for non-technical teams.
