Workflows
Not all Excel models can be fully automated with direct data source connections. Workflows give you the power to create semi-automated processes that still save massive amounts of time by standardizing repetitive tasks that require some manual input.
When Automation Isn't Enough
While Viete's automation can connect to 8,000+ data sources, some scenarios require human input or can't pull data directly:
- Processing uploaded files (PDFs, DOCXs, images) that vary in format
- Converting unstructured documents to structured Excel data
- Handling one-off client submissions or custom requests
- Processing data that requires manual review before integration
- Working with proprietary file formats or systems without APIs
This is where Workflows shine. They let you create repeatable processes that combine the power of AI-driven Excel generation with manual inputs when needed.
How Workflows Differ from Automation
Automation
- • Runs on a schedule automatically
- • Connects directly to data sources
- • No human intervention needed
- • Best for predictable data flows
- • Set frequency and forget
Workflows
- • Triggered manually when needed
- • Accepts user-provided inputs
- • Combines manual + automated steps
- • Best for variable inputs
- • Run on-demand with fresh data
Workflow Types
Like automation, workflows come in three distinct types based on how they handle Excel model creation and updates:
Create New Excel
Creates a new workbook and session each time the workflow runs. Perfect for converting documents or generating fresh reports from uploaded data.
Update - Replace Data
Overwrites data in an existing model each time the workflow runs. Ideal for monthly updates where current data replaces previous periods.
Update - Add Data
Appends new data to an existing model, building on previous records. Essential for continuous logging and cumulative tracking.
Input Variables vs. Static Parameters
Workflows are powered by two types of configuration:
Input Variables
What the user provides each time the workflow runs. These change with every execution.
Examples:
- • Files to upload (invoices, reports, statements)
- • Text descriptions or instructions
- • Dates or time periods
- • Client names or project IDs
- • Custom data that varies each run
Static Parameters
Configuration that stays the same every time the workflow runs. Set once during setup.
Examples:
- • Output format and structure
- • Style templates to apply
- • Default formulas and calculations
- • Fixed reference data
- • Branding and formatting rules
This separation means you configure the workflow's structure once, then only provide the variable inputs each time you run it—making repetitive tasks fast and consistent.
How to Set Up a Workflow
Workflow Configuration
1. Name & Description
Give your workflow a meaningful name (e.g., "Client DOCX to XLSX report") and optional description.
2. Choose Workflow Type
Select whether to create new Excel files or update an existing one (replace or append).
3. Select Session (if updating)
For update workflows, choose which existing session/workbook should be updated.
4. Define Input Variables
Specify what the user will provide each run (files, text, dates, etc.).
5. Configure Static Parameters
Set parameters that stay constant: structure, formatting, formulas, style templates.
6. Test & Save
Run a test with sample inputs to verify everything works, then save the workflow.
Common Workflow Use Cases
Document Conversion
"Convert uploaded DOCX client reports to Excel format with custom styling and data extraction."
Input Variables: Client DOCX file
Static Parameters: Excel template structure, branding style
Type: Create New Excel
Bank Statement Processing
"Upload monthly bank statements to continuously build and update accounting records in a master workbook."
Input Variables: PDF bank statement, statement date
Static Parameters: Account categories, tax rules
Type: Update - Add Data
Expense Report Processing
"Process employee expense receipts (images/PDFs) into structured expense tracking spreadsheet with automatic categorization."
Input Variables: Receipt files, employee name, date range
Static Parameters: Expense categories, approval workflow
Type: Update - Add Data
Custom Client Reports
"Generate branded client reports by uploading raw data files—workflow handles formatting, calculations, and visualization."
Input Variables: Data files, client name, reporting period
Static Parameters: Client brand style, report structure
Type: Create New Excel
Running a Workflow
Once configured, running a workflow is simple:
Benefits of Workflows
- Standardize repetitive processes without full automation
- Save time on tasks that require manual inputs
- Ensure consistency across similar tasks
- Reduce errors from manual Excel manipulation
- Create reusable templates for common scenarios
- Combine AI intelligence with human oversight
Workflows + Automation: The Complete Solution
For maximum efficiency, many organizations use workflows and automation together:
Example Combined Approach:
- • Automation: Daily sales data automatically pulled from Shopify and appended to master tracking workbook
- • Workflow: Monthly bank statement PDFs processed via workflow to extract and append expense transactions
- • Result: Complete financial tracking with both automated revenue data and semi-automated expense processing—comprehensive without being fully manual
This hybrid approach gives you the best of both worlds: automation where possible, workflows for everything else.
Choose Your Workflow Type
Create New Excel
Generate new workbooks with each workflow run
Update - Replace Data
Overwrite existing data in a model
Update - Add Data
Append new data to build records over time