Turn every request into a clear action, and every recurring action into an automated workflow
Request a review, a signature, an edit, or a document upload, and set the responsible person or department and the required date. And if the process recurs, build a workflow for it that moves automatically through the steps and owners until it's complete.
At any moment you know where the transaction stands, what the current action is, who's responsible, and what's overdue.
What's the difference between a task and a workflow?
A task in Mstnd is a request for a single action assigned to a person or department, such as reviewing a document or uploading a contract. A workflow, on the other hand, is a connected sequence of steps, actions, and owners that runs in order according to a defined template — such as reviewing a contract, then approving it financially, then signing and archiving it.
A procurement employee emails a contract for review, then asks for approval on WhatsApp, and a few days later no one knows whether the contract is with Legal or Finance, nor which copy was actually reviewed.
The transaction is tied to the document itself inside Mstnd. Clear tasks are created, or a workflow template is triggered that defines the steps, owners, and deadlines in sequence, and the transaction moves automatically after each step is completed, with the decision and current status recorded.
One trackable path instead of follow-up scattered across messages, people, and different copies.
Why do transactions stall even with email and WhatsApp?
Because a message isn't a task, and a sent copy isn't a trackable path. An employee might request a contract review in an email, send a reminder on WhatsApp, then the copy changes or the owner is away, and no one knows whether the review is done or not.
When actions stay outside the document, the link between the request, the file, and the decision is lost. And the question 'where did the transaction get to?' becomes a daily job in itself.
Tasks: request a specific action and tie it to the document
Create a task with a title, a description, and a due date, tie it to a document or folder, then assign it to an employee, a department, or a division. The requested action can be a review, an edit, a document upload, adding data, an approval, a signature, or any operational work your organization defines.
The owner sees the tasks assigned to them, while the requester tracks the tasks they sent and their status. On completion, the status updates instead of relying on a separate reply that isn't tied to the transaction.
Workflow: build the process once and run it every time
Design sequential steps
Create a template that defines each step's name, the required action, the owner, the deadline, and the instructions. Assignment can go to a person, a division, a team, or a job role, depending on how you work.
Link each step to the org structure
Instead of pinning the path to people's names, you can route the review to the Legal division, the approval to Finance, and the final sign-off to the authorized role. This keeps the template working as the team changes.
Run the path from the document
When a document of a certain type is uploaded or a matching template is chosen, the path starts and the first step is sent to its owner. Once it's done, the work moves to the next step per the template's logic.
Track status and log
Mstnd shows the current step, the owner, the timing, and the earlier decisions. Approvals, rejections, reassignments, and changes stay tied to the transaction log instead of being scattered across channels.
Practical results for the team and management
- Clarity on the action, owner, and deadline for every request.
- Less manual follow-up and fewer scattered reminders.
- Recurring approvals unified into reusable templates.
- The document, tasks, and decisions kept in one context.
- Knowing where delays sit at the person, department, or template level.
- A log to refer back to during a review or a dispute.
Approving a supplier contract
- 1The procurement lead uploads the contract draft and starts the 'Supplier Contract Approval' template.
- 2The review task reaches the Legal division.
- 3After the wording is approved, the financial-verification step moves to the Finance division.
- 4The approved copy moves to the authorized signer.
- 5Once the procedure is complete, the transaction status updates, and every step, copy, and decision stays in one log.
Frequently asked questions
Can a task be linked to a document or folder?
Yes. A task can be tied to the context it relates to, so the owner opens the document or folder and knows the required action without hunting for the attachment in another channel.
Can a step be assigned to a department instead of an employee?
Yes. The assignment logic supports people, departments, divisions, and roles, according to your org-structure settings and permissions.
What actions can be requested?
You can specify a review, an approval, a rejection, an edit, a document upload, a signature, or a custom action, according to the capabilities enabled in your system edition and your organization's template.
Can you tell where a transaction stopped?
Yes. The workflow log shows the current step, the owner, the decisions, and the dates, which makes the point of hold-up clear instead of asking each party one after another.
Can a different path be created for each document type?
Yes. You can set up different templates for contracts, invoices, letters, HR requests, and more, then run the matching template when needed.
If your transactions are run by personal follow-up, the problem isn't the team — it's the missing path.
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