Understanding the difference between a workflow template and a workflow run is key to using PandaDoc’s workflow feature effectively.

A workflow template is a predefined blueprint that outlines the steps and rules of a specific process. It acts as a reusable guide that can be applied across different scenarios. By using templates, businesses can standardize processes, ensuring that every workflow run follows the same steps and rules. This is especially beneficial for tasks that need to be consistently replicated across clients or projects.

Admins or operations teams typically create workflow templates. They define the necessary steps, rules, and data sources to achieve the desired outcome. Once a template is created, other team members can use it to quickly generate documents, proposals, or other outputs without reinventing the wheel each time.

A workflow run refers to the actual execution of a workflow template in a specific instance. During a run, the predefined steps and rules of the template are applied to real-world data, resulting in the creation of customized documents or proposals tailored to a particular client or scenario.
For example, if a workflow template outlines steps to create a proposal with product details and pricing from a CRM, a workflow run would pull that specific data from the CRM and generate a proposal for a specific client.

Any user with a default member, manager, or admin role can run workflows. Users with custom roles need to have the "Run workflows" permission enabled for their role.