Describe the collection once. Xena runs every case after that.
A case is one round of collecting on one file - and the file can be about anyone or anything you keep records on. A workflow is the process that collects it. You define both by talking to Xena, in your own words, then she works every open case in the background.
- 01
Describe what you collect
Tell Xena what you need, who owes it, and what it is about - a hire, a supplier, a truck, a building, a grant. She drafts the forms, uploads, stages, and acceptance rules in Workflow Studio for you to review and publish.
- 02
Send the first request
Start a case and Xena reaches whoever owes you the paperwork - applicant, office manager, inspector - by email or SMS, with a secure portal that shows them exactly what is required.
- 03
Xena chases and checks
She nudges on her own schedule, checks every upload against your requirements, and re-requests the glare-washed ID, expired certificate, or unusable inspection photo with a specific reason.
- 04
You handle the exceptions
Complete, correct cases land in your queue with a timeline of who asked, who answered, and when. Only judgment calls reach a human.
Watch Xena reject a bad ID, accept a good one, and close the case.
A hiring example: the workflow in Studio, the request going out, a bad ID rejected with a reason, a clear one accepted and extracted, and the report at the end. The same loop works for a supplier's insurance certificate or a truck's inspection photos.
