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Submitting Your Workflow: A Simple Guide to the Workflow Definition Form

Learn how to easily submit your workflows using Loom and the Cirface Workflow Definition Form. Includes examples, video, and submission tips.

Submitting Your Workflow: A Simple Guide

Thank you for taking the time to submit your workflows—this step is key to helping our team build solutions that reflect your real processes, not assumptions.

Let’s keep this simple and stress-free. Below is a breakdown of what a workflow is, how to record it, and how to submit it using the Workflow Definition Form.

🧩 What’s a Workflow?

A workflow is a structured series of steps your team takes to get something done. It typically includes:

  • Steps: The stages of the process

  • People: Who’s responsible for what

  • Approvals: Where sign-offs or decisions happen

  • Tools: What software or platforms are used

  • Rules or Logic: How tasks are routed or triggered

📽 Step-by-Step: How to Submit a Workflow

1. Break It Down

Identify the major stages of the process. Think: “What happens first? Then what?”

2. Record Your Process (Loom)

  • Go to Loom.com and record yourself walking through the process.

  • You can:

    • Walk through a spreadsheet

    • Show a workflow in Asana

    • Draw on a whiteboard

  • Be sure to explain:

    • What is happening

    • Who is doing it

    • When it’s happening

    • What tools are used

    • What the expected outcome is

🔗 Watch this short Loom tutorial

3. Complete the Workflow Definition Form

Open the Workflow Definition Form. It has two parts:

  • Section 1: About You

    • Name, department, title

  • Section 2: Workflow Details

    • Workflow name

    • Main objectives/outcomes

    • High-level steps

    • Stakeholders involved

    • Tools/software used

    • Challenges or bottlenecks

    • Paste your Loom video link

    • Upload any additional resources (optional)

🧠 Example: Marketing Campaign Workflow

A new campaign starts with goal-setting and target audience selection. Then content is created. A manager reviews and approves it. After approval, it’s published on social media. Later, the team reviews campaign metrics to analyze performance.

✅ Tips for a Strong Submission

  • Be clear but concise—no need to overexplain.

  • Highlight any current pain points.

  • If possible, mention approvals or bottlenecks.

  • If a step depends on another, mention the dependency.

  • Add files, screenshots, or briefs if they help us understand your world.

Need Help?

Reach out to your Project Manager, or email us at info@cirface.com. We’re happy to walk you through it again or even review your video before you submit.