Workflows Overview

Workflows are guided, multi-step processes that help you accomplish specific tasks within a dataroom. Rather than manually reviewing documents and tracking your progress, workflows break complex work into structured steps and track completion as you go.

Equall currently offers three workflow types:

The primary workflow for reconciling a cap table against its supporting legal documents. You select a cap table, and Equall maps supporting documents (stock purchase agreements, board consents, option grants, etc.) to each line item. You then review, confirm, and approve the extracted data step by step, with discrepancies and missing documents flagged automatically.

This is the most detailed workflow and is covered in depth in Cap Table Tieout.

Some uploaded files contain multiple documents concatenated together — for example, a single PDF that includes several agreements back-to-back. The document splitting workflow identifies the boundaries between individual documents and lets you split them apart. Each resulting document is then processed through the normal pipeline as its own file.

When documents are first uploaded, they may have unhelpful filenames or inconsistent naming conventions. The file onboarding workflow automatically suggests names and categories for your documents based on their content, helping you organize your dataroom quickly.

Workflows are available from within a dataroom once document processing has completed. Navigate to the workflows section of your dataroom to see which workflows are available and start one.

Each workflow tracks its own state independently — you can have multiple workflows running in the same dataroom, and you can leave and return to a workflow at any time. Your progress is saved automatically.

Most workflows follow a common structure:

1. Sections — High-level groupings of related work (e.g., "Extract Cap Table," "Stakeholder Details," "Securities Issued").

2. Steps — Individual tasks within a section (e.g., "Identify Stockholders," "Confirm Share Counts").

3. Actions — What happens at each step, such as extracting data from documents, reviewing extracted values, or flagging issues.

Steps generally proceed sequentially — completing one step unlocks the next. However, you can go back to review or modify previous steps at any time.

Workflows support multiple users working in the same dataroom. Changes are synced in real time, so team members can see each other's progress and work on different steps simultaneously.