Collect the data your process depends on

Add data collection fields to any step of a workflow — text, numbers, dates, dropdowns, uploads, even signatures. Your team fills them in while they run the process, and every answer is captured with the run.

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Equipment Inspection Run

Record the inspection

Asset ID Required

PMP-2048

Condition

Good

Pressure (psi)

42.6

Signed off

J. Rivera

Stop chasing answers in email and spreadsheets

When the readings, approvals, and photos live in someone's inbox, nothing is ever complete or comparable. Attach the fields to the step itself — so the right data is captured at the moment the work happens, right next to the task.

Without data collection

Answers scattered across chats and files
No way to tell a run is truly finished
Reporting means copy-paste archaeology

With data collection

Every value captured on the run itself
Required fields keep a step from being skipped
Clean, exportable data on every run

From blank step to captured data in three steps

Add a field to a step

Open any step in the workflow editor and add data collection. Give the field a label and pick the type of data you want — that's the whole setup.

Set the rules

Mark it required or optional, offer a list of choices, or constrain a number to a range. Manifestly validates entries so what comes in is what you expect.

Your team fills it in

On every run, the field appears right on the step. People enter data as they work, and it's captured on the run — ready for reports, tokens, and logic.

A field type for whatever you need to capture

From a quick note to a signed sign-off, pick the type that fits and Manifestly gives your team the right input.

Short textPMP-2048 Long textnotes & details Number42.6 Date2026-11-01 Date & timeNov 1, 9:00am Emailj@acme.co Phone555-0142 Websiteacme.co Choose from listsingle or multi Upload filereport.pdf Upload imagephoto.jpg Signaturesign-off Choose from Data TableEnterprise

Capture it right the first time

Each field carries its own rules, so people can't fumble the entry. Make a field required and the step can't be completed until it's filled. Offer a fixed list of choices — single-select or multi-select — so answers stay consistent. Constrain a number with a minimum, maximum, or decimal places. Email, phone, and website fields are format-checked automatically.

Required fields block completion until they're answered.
Dropdown choices — one selection or several — keep values clean.
Numbers respect your min, max, decimals, and negative rules.

Condition Required

Choose one…

Good Needs service Out of service

Pressure (psi) Optional

42.6min 0 · max 60

Notify email

jordan@acme.co

Manifestly checks each entry against its type before the step can be completed.

Reuse what you collect, everywhere

A collected value isn't just stored — it becomes a token you can drop into the rest of the workflow. Reference {{Asset ID}} in a later step's instructions, in a custom email, or in an SMS on step completion. Manifestly fills in the real value on each run.

Custom email on step completion

Template

Inspection logged for asset {{Asset ID}}.
Condition: {{Condition}} at {{Pressure}} psi.

What sends

Inspection logged for asset PMP-2048.
Condition: Good at 42.6 psi.

Let the data steer the run

What people enter can change what happens next — no manual routing required.

Branch with logic

Use a field's value in conditional logic to show or hide later steps — “if Condition is Needs service, add the repair steps.”

Set due dates from a date

Base a step's due date on a collected date — a follow-up falls due a set number of days after the date someone entered.

Fill in content

Drop collected values into instructions and messages as variables, so each run reads with its own real details.

Every answer, ready to report on

Because the data lives on the run, it rolls straight into your reporting. See collected values in the run report, export them to CSV, and filter your runs dashboard by a field's value to find exactly the runs you need. Read and write field values over the v2 API to move data to and from your other systems.

Collected values become columns in your CSV exports.
Filter the dashboard by a field's value once a workflow is selected.
Read and write values through the v2 API.

Runs — Equipment Inspection CSV

Asset ID	Condition	Pressure	Signed off
PMP-2048	Good	42.6	J. Rivera
PMP-1130	Needs service	31.2	A. Chen
PMP-0092	Good	45.9	M. Okafor

Filtered: Condition is “Needs service” → 1 run

What teams collect on a run

Inspections & maintenance

Asset IDs, readings, condition, and a photo of the equipment.

A reading outside range flags the run for follow-up automatically.

Onboarding & HR

Start date, equipment choices, documents, and a signed acknowledgement.

The signature is captured on the step — no separate paperwork to chase.

Quality & compliance

Batch numbers, pass/fail choices, measurements, and a sign-off.

Every value is captured with the run for a clean, exportable audit trail.

Data collection, answered

Short text, long text, number, date, date & time, email, phone, website, a choose-from-list dropdown (single or multi-select), file upload, image upload, and a signature. Enterprise accounts can also add a field that chooses a row from a Data Table.

Yes. Any field can be marked Required or Optional. A required field must be filled before the step it's on can be completed, so critical data never gets skipped.

Yes. Each collected value becomes a {{token}} you can reference in step instructions, custom emails, and SMS messages. Values can also drive conditional logic and set relative due dates.

Collected values appear in the run report and in your CSV exports, and you can filter the runs dashboard by a field's value. You can also read and write field values programmatically through the v2 API.

Yes. A number field can set a minimum, a maximum, the allowed decimal places, and whether negatives are allowed. A choose-from-list field lets you define the exact options people can pick, as a single choice or several. Email, phone, and website fields are format-checked automatically.

Yes. Add a file or image upload field to capture documents and photos right on the step, or a signature field to collect a sign-off. Everything is stored with the run alongside the rest of the collected data.

Other Features

Design your process

Workflow Customization

Shape exactly how each workflow behaves — logic, data, timing, and documentation.

Workflow Versioning

Make changes and collaborate on workflow improvements in a private Draft, keep a stable Published version for your team, and maintain a full version history with restore.

Conditional Logic

Customize your workflows to conditionally hide or display workflow sections and steps based on data collection or the completion of a different step or section in the workflow.

Workflow Approvals

Add a required sign-off to any workflow step so work gets reviewed before it moves forward. Assign the person who owns the decision, hold the steps behind it until they approve or reject, and keep every decision on the record.

Relative Due Dates

Set expectations for when tasks are due and send notifications to users. Due dates are also utilized in our calendar integration.

Data Collection

Add data collection fields to your workflows. Users can enter data, choose from a list, upload images and files, and even collect signatures.

Data Tables

Keep reusable reference data in a shared table and pull it into your workflows. Choose a row in a run and Manifestly auto-fills the rest of that row into your other fields. An Enterprise feature.

Embed Links, Videos, and Images

Customize your workflow steps to add videos, images, and links to supporting documents to make them not only a list of what to do, but also a document of how a process should be done.

Workflow Automations

Set up one workflow to automatically create and assign another workflow when a specific step is completed in the original workflow.

Send a Customized Email on Step Completion

Customize an email to be sent when a step in your workflow is completed, providing real-time updates to the team.

Set Due Dates for Steps Based on Date Data Collection Fields

Use step data collection to drive due dates in your workflows, ensuring that deadlines are accurate and meaningful.

Subtasks

Define lightweight subtasks within a step to help your team follow a step-by-step process for completing a task.

QuickLists for Ad Hoc Tasks

Create lightweight, ad hoc task lists for one-off to-do items or collaborative team lists that don't require recurring workflows.

Organize with Tags

Keep your workflows and runs organized by using tags. Tags act as flexible folders to easily filter and find your tasks in Manifestly. Set up tags to track work by client, property, type of work, and more.

Manage your Standard Operating Procedures - SOPs

Create, edit, and publish your standard operating procedures. Keep your documentation updated and ensure everyone is using the most recently updated process documentation.

Send a Customized SMS Message on Step Completion

Customize an SMS message to be sent when a step in your workflow is completed, providing real-time updates to any phone number.

Delegate & automate

Assign and Automate

Get the right work to the right people, on schedule — automatically.

Schedule Recurring Runs

Schedule daily, weekly, or quarterly workflow runs to ensure recurring tasks are completed on time. Receive notifications on run activity, such as when a run has started.

Role-Based Assignments

Assign steps in your workflows to a role and then assign people to a role on a run-by-run basis, giving you more control over recurring assignments.

Automations with Zapier

Connect with 1,000+ apps using our Zapier app to automate data and workflow connections across platforms, ensuring seamless integration.

Import Runs

Import 200 workflow runs at a time using our spreadsheet importer. Set custom start and due dates, assign participants, add tags, Slack channels, and more.

Initiator Role

Automatically assign steps in the workflow to the person creating the new run using the Initiator Role, streamlining role-based task delegation.

Display Assignments in a Calendar

Visualize and manage your tasks within a calendar to plan ahead effectively and stay organized.

Stay on top of it

Track Progress and Reporting

See what's done, what's late, and what's coming — across every run.

Calendar Integration

Manifestly integrates with both Microsoft Outlook and Google Calendar so you can view your assignments and upcoming runs within your regular calendar.

Bird's-eye View of Tasks

Track task progress and work on multiple runs all on one summary page that highlights assignments, late runs, and late tasks.

Customizable Dashboards

Customize your dashboard using as many dashboard "widgets" as you want to show exactly what you need to stay on top of for your organization's recurring tasks in Manifestly.

Reminders

Set up reminders on workflows or runs. Reminders can ensure your team does not miss deadlines in their assignments.

Reporting & Data Exports

View real-time reports of exactly what steps are done and what are left, with summary views across runs. Our data export feature gives you all the detailed data from your runs in a format easily imported into a spreadsheet or business intelligence tool.

Inbox

A single inbox page that consolidates your assignments, runs, and tasks. This unified view helps you stay organized, reduces the need to jump between screens, and makes it simpler to prioritize and manage your workload.

Governance & security

Govern, secure & prove it

SSO, granular permissions, and a complete audit trail — the controls enterprise teams need to run their work and prove how it was done.

Departments & Locations

Use departments to organize teams and workflows, as well as maintain security by keeping runs and activity private from your whole organization.

Permissions

Control access and abilities in the system using user permission roles. Admins, Users, and Limited Users all have different rights levels.

SAML SSO

Set up SAML SSO to control access to your Manifestly account. Manifestly supports Okta, Azure AD, Auth0, OneLogin, and Google SSO.

Guest Users

Invite external users to participate in workflows without requiring full accounts. Maintain security while allowing seamless collaboration.

Custom Branding

Create a branded environment by customizing your workspace with a company-specific logo. The logo appears in emails, guest run pages, and login pages.

Initiator Role

Automatically assign steps in the workflow to the person creating the new run with the Initiator Role, simplifying the setup and execution of recurring tasks.

Audit Trail

Every action — who did what, entered which data, and when — is captured in a searchable, permanent activity log, so you can prove exactly how work was run.

API & Webhooks

Full read/write access over the Manifestly v2 REST API plus webhooks, so Manifestly fits into your existing systems, provisioning, and reporting.

Collaborate & audit

Communicate

Keep the conversation — and a permanent record of who did what, and when — in one place.

Comments & Mentions

Collaborate with your team within a run without relying on emails or other communication methods. You can also add Manifestly directly to Slack.

Searchable Account Activity Logs

Every action taken — who completed a task, entered data, started and finished a run, and more — is stored in the cloud, forever, making it easy to audit who did what and when on previous runs and tasks.

Bulk Send of Reminders

With one click you can send out reminders to everyone working on a list of runs to help ensure your team completes tasks on time.

Trusted by organizations big and small for their recurring workflows