Sharing Workflows - Gavel

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Once you’ve built a workflow in Gavel, you have several ways to get it in front of clients, colleagues, or the public. You can share a direct link by email, embed the workflow directly on your website, restrict access with a login requirement or password gate, and apply your firm’s branding so that Gavel stays invisible to end users. This page covers all of those options.

Sharing a workflow link

The quickest way to share a workflow is to copy its direct link and paste it wherever your clients will find it — an email, an intranet page, or a button on your website.

1. Open your Dashboard
   Navigate to your Gavel Dashboard and find the workflow you want to share.

2. Copy the workflow link
   Click the three dots (⋯) to the right of the workflow name and select Copy workflow link. The URL is now on your clipboard.

3. Share the link
   Paste the URL into an email, an intranet page, or as the destination of a button on your website. When a recipient clicks the link, they are taken directly to the start of the workflow.

Any workflow that contains a Clio question or a private CSV will return an “Unauthorized” error for users who do not have Builder privileges. To share those workflows publicly, either remove the private data or promote those users to Builder.

Require login before starting

By default, anyone with the link can access your workflow. If you want answers saved to a user account — and want to be able to assign workflows back to specific people — you can require a login instead.

1. Open workflow Settings
   Go to the Settings tab of your workflow, then click Access Permissions.

2. Enable login requirement
   Change the access setting from Anyone with Link to Only Logged-In Users and save. You can further restrict access to specific email addresses or an entire email domain (for example, everyone at @yourfirm.com).

3. Share the link
   Copy and share the workflow link as usual. When clients click it, they are taken to your Gavel sign-in page. New visitors can create an account, after which they will see the workflow you shared.

Share from the middle of a workflow

Sometimes you want to fill in the first part of a workflow yourself and then hand it off to your client to complete the rest.

1. Enable continuation links
   In the workflow Settings, enable the Include Link for User to Continue Later option.

2. Enter your data and hand off
   Fill in the fields you want to pre-populate, then click Save and Continue Later inside the workflow. Enter the recipient’s email address and Gavel will send them a link to pick up exactly where you left off.

Embedding a workflow on your website

Customers on the Pro and Scale plans can embed any workflow directly into a web page using an <iframe>. Contact help@gavel.io to enable embedding for your account.

• Basic embed
• Full-page embed
• WordPress
• Squarespace

Replace WORKFLOW URL HERE with your workflow’s URL and paste the snippet into your page HTML:

<iframe style="width: 500px; height: 700px;" src="WORKFLOW URL HERE"></iframe>

Adjust the width and height values to fit your layout.

To have the workflow fill the entire browser window, use this full-page snippet:

<html>
  <head>
    <meta name="viewport" content="width=device-width, initial-scale=1.0, maximum-scale=1.0, user-scalable=0">
    <style type="text/css">
      html { margin: 0; height: 100%; overflow: hidden; }
      iframe { position: absolute; left: 0; right: 0; bottom: 0; top: 0; border: 0; }
    </style>
  </head>
  <body>
    <iframe width="100%" height="100%" frameborder="0" src="WORKFLOW URL HERE"></iframe>
  </body>
</html>

For responsive resizing on WordPress, use the following snippet (requires a Business Plan subscription on WordPress.com):

<iframe id="sizetracker" style="height: 100%" src="WORKFLOW URL"></iframe>
<script type="text/javascript">
  window.addEventListener("message", function(e) {
    var this_frame = document.getElementById("sizetracker");
    if (this_frame.contentWindow === e.source) {
      this_frame.height = e.data.height + "px";
      this_frame.style.height = e.data.height + "px";
    }
  });
</script>

Use this snippet for Squarespace — it handles both height and width responsiveness:

<iframe id="sizetracker" style="height: 100%" src="WORKFLOW URL HERE"></iframe>
<script type="text/javascript">
  window.addEventListener("message", function(e) {
    var this_frame = document.getElementById("sizetracker");
    if (this_frame.contentWindow === e.source) {
      this_frame.height = e.data.height + "px";
      this_frame.style.height = e.data.height + "px";
      this_frame.width = "100%";
      this_frame.style.width = "100%";
    }
  });
</script>

In the Squarespace editor, click + ADD BLOCK, choose Embed or Code, click the pencil icon, and paste the snippet.

Safari on iOS blocks embedded content from cross-site origins by default (the “Prevent Cross-Site Tracking” setting). Users can disable that setting manually, or you can set up a custom subdomain — once your workflow runs on the same domain as the embedding page, Safari restrictions no longer apply.

Password protecting a workflow

Gavel doesn’t have a single password field in Settings, but you can build a lightweight gate using a Kickout Page.

1. Create a password question
   Add a Text Question to your workflow and label it something like “Enter password.” This is where users will type the passcode.

2. Create a Kickout Page
   Add a Kickout Page question immediately after. This page will appear when the password is wrong. In the Page Logic for the Kickout Page, set the rule to Hide If the password matches the correct value. For example, if your password is LegalAccess2024, set the Kickout Page to Hide If password is LegalAccess2024.

3. Test the gate
   Run the workflow and verify that entering the wrong password displays the Kickout Page, while entering the correct password hides it and allows the user to continue.

Setting up a custom domain

By default your Gavel account lives at yourname.gavel.io. Accounts on the Pro and Scale plans can map a custom subdomain — for example, documents.yourfirm.com — so that the Gavel name never appears in your URLs.

Gavel workflows must reside on their own subdomain. If your main site is at www.yourfirm.com, your workflows must be at a different subdomain such as docs.yourfirm.com — not at www.yourfirm.com itself.

1. Note your Gavel subdomain
   When you created your Gavel account you were assigned a .gavel.io subdomain — for example, yourfirm.gavel.io. This is your ANAME record.

2. Choose your custom subdomain
   Decide on the subdomain you want to use, for example docs.yourfirm.com.

3. Create a CNAME record
   Log in to your DNS provider (Cloudflare, GoDaddy, Name.com, etc.) and create a CNAME record:

   Field	Value
   Type	CNAME
   Host	docs.yourfirm.com
   Answer	yourfirm.gavel.io
   TTL	300

   Some providers (like GoDaddy) only want the subdomain portion for the Host field — docs rather than the full docs.yourfirm.com.

4. Notify Gavel
   Email help@gavel.io with your custom subdomain URL. Allow up to 24 hours (usually less than one hour) for DNS propagation.

   On the Scale plan you can also send Gavel’s automated emails from your own domain via Mailgun. Email help@gavel.io with your Mailgun email address, API key, and domain to get that configured.

White-labeling and branding

Gavel gives you several options to make the platform look like your own product rather than a third-party tool.

• Upload your firm logo
  Under the Standard, Pro, and Scale plans, you can display your own logo in the top-left corner of every workflow. Go to System Settings in your Dashboard and upload an image — ideally 200 × 26 pixels. From the same System Settings page you can also upload a custom favicon that appears in the browser tab for all of your Gavel workflows.

• Create a custom client-facing page
  If you want clients to land on a branded page that lists all the workflows available to them, you can set up an Internal Portal and email help@gavel.io and we can set that to be the landing page.

• Change your subdomain
  Your Gavel subdomain (e.g., yourfirm.gavel.io) cannot be changed after account creation. However, setting up a custom domain as described above achieves the same result — your workflows will appear under your own domain with no mention of Gavel in the URL.

Add custom styles with CSS

Changing styles with custom CSS is available on Pro and Scale accounts. If you’re on one of these plans, you can match the look and feel of your own website by adding your own CSS to change the styles, colors, fonts, and button styles in your workflow.

Pre-built custom styles

You can use any of the design themes listed on Bootswatch, or choose from a set of styles Gavel has already built for you:

Build your own style

Gavel Expert Ash Singh created a Gavel Custom CSS Generator, where you can change colors and certain formats using his tool. It’s easy to use for a nominal fee, and this third-party site will help you create your own custom CSS to add to your Gavel workflows.

The Gavel Custom CSS Generator is an unofficial, third-party project offered by Ash Singh and is not affiliated with Gavel.

Adding your custom CSS to a workflow

1. Choose or build your CSS
   Pick one of the pre-built styles above, use the Custom CSS Generator, or write your own stylesheet.

2. Open workflow Settings
   Go to the Settings tab of the workflow you want to style.

3. Add the CSS link
   Paste the link to your CSS file into the custom styling field in Settings, then save.

Customizing messages and emails

Every on-screen message and automated email that Gavel sends to your users can be rewritten to match your firm’s voice. You can include variable names in any message to personalize them dynamically.

1. Open workflow Settings
   Navigate to the Settings tab of the workflow you want to customize.

2. Open Customize Messages
   Click Settings, then Customize Messages.

3. Edit the messages
   Toggle between Questionnaire messages (displayed on screen) and Email messages (sent automatically). Edit the text, add bold or italic formatting, or include multiple paragraphs. Use variable names — such as ${ clientname } — to insert personalized values.

To include a file upload in a confirmation email or on the final screen, use this syntax — replacing Display Name and FileUploadVariable with your own values:

[Display Name](${ FileUploadVariable.url_for(external=True) })

Add Private=False if the link should be accessible to users who are not signed in:

[Display Name](${ FileUploadVariable.url_for(external=True, Private=False) })

Embed Calendly into your workflow

With Gavel, you can embed your Calendly appointments page directly into your Gavel questionnaire to make it easy for your clients to book a meeting with you.

Embedding a Calendly page

1. Create an instruction question
   In your questionnaire, create a new Instruction question.

2. Paste the embed syntax
   In the instruction box, paste the following syntax:

<iframe data-gavel-whitelist style="width: 500px; height: 700px;" src="CALENDLY LINK"></iframe>

3. Insert your Calendly link
   Replace CALENDLY LINK in the syntax above with your own Calendly link.

4. Save and run
   Click Save, then Run to see the Calendly link embedded in your workflow.

Your Calendly is now embedded! You can also apply logic to your instruction box if you only want the Calendly page to show up in certain circumstances.