Workflows · New in Gen 2

Automated from the first email.

Dynamic, configurable workflows run each case end to end: routing the request, writing to the requester, collecting, analysing, redacting and releasing. People step in where you decide they should.

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The workflow designer: a subject access request workflow with Scope, Clarify, Timing, Extend, Reasons, Collect and Refuse steps joined by conditional routes, and a palette of steps to drag onto the canvas.

One workflow, from inbox to release.

Runs on its own
A person decides
The requester
Your rules

01Runs on its own
An email arrives
Email routing opens a case, or adds to the right one, and starts the statutory clock.
02Runs on its own
Acknowledge
An acknowledgement goes out with a secure link to a requester form.
03The requester
Identity and scope
The requester confirms who they are, what they want and signs a declaration.
04Your rules
Branch
Unclear? Ask them to clarify. Burdensome? Extend. Refused? Record the reasons.
05Runs on its own
Hold and collect
A legal hold is placed and material is collected from connected sources.
06Runs on its own
Analyse and cull
Detection, the topic map and culling reduce what reaches review.
07A person decides
Redact and review
Redactions are proposed; reviewers decide, each redaction with its reason.
08A person decides
Validate and release
The set passes the gate, is approved, and the result link goes to the requester.

See a workflow run end to end, from the first email.

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Configurable

Build it your way, step by step.

Drag steps onto the canvas. Forms, emails, holds, collection, analysis, culling, redaction and release.
Route on any answer. If the request is unclear, ask them to clarify; if it’s burdensome, extend; if identity is refused, record the reasons.
Set who, when and with what. Each step has its people, its timing and the values it uses.
Review before sending, or don’t. Any email can wait for a person to check it.

Configuring the Clarify step: its email template, recipient taken from the requester's form, insertable values, and a Review before sending option.

Dynamic

Forms that collect. Emails that fill themselves.

Every answer a requester gives becomes a named value the rest of the workflow can use: in the next email, in a route, or in the case record.

A rectification request form with name, email, what is wrong, what it should say, proof of identity and a signed declaration, each collected as a named value. — **Requester forms.** Identity documents, scope and a signed declaration, uploaded straight to the case.

An email template with variables for an upload link, the documents required, link expiry, the requester's form and the result link. — **Email templates.** Secure links for uploads, forms and results, each with an expiry, filled in from the workflow’s values.

Governed

Start from ours. Make it yours.

Smartbox provides ready-made workflows, forms and emails for each regime. Copy one to change it, test it, then submit it. Workflow changes need a second administrator to publish.

ProvidedSmartbox template
DraftYour copy
TestTried before use
ApprovalSecond administrator
PublishedVersioned

The steps you build with

The process: Place hold · Lift hold
People: Evidence · Form · Requester form
Messages: Email · Notify
Data: Analysis · ROPA · Connector · Cull · Collection
Redact and release: Redact

Beta open now · General availability January 2027

Take control of your next case.

Join the Gen 2 beta, or see it working on your kind of material in a 60-minute demo.

Join the Gen 2 beta Book a demo

Automated from the first email.

One workflow, from inbox to release.

An email arrives

Acknowledge

Identity and scope

Branch

Hold and collect

Analyse and cull

Redact and review

Validate and release

Build it your way, step by step.

Forms that collect. Emails that fill themselves.

Start from ours. Make it yours.

The steps you build with

Take control of your next case.