Creating and managing workflows

Use workflows to handle repeat work automatically. Choose what starts a workflow, then add steps to create tasks, notify your team, or update an agent's tags and relationship. Waits and conditions control when the next step happens and which path it takes.

Your existing task automations are now under Automations → Workflows.

Start with a template

1. Open Automations → Workflows and select New workflow.

2. Choose a ready-made template, then select Continue to review what it does.

3. Select Create workflow to open your draft in the editor.

4. Give it a name that explains the work, such as Review new orders.

You can also choose Blank and select Create workflow to build your own. A new draft does not run until you put it live.

Choose what starts it

1. Select the Trigger card.

2. Choose an event under Starts when, such as a new job, an appointment, or an agent being added.

3. Add conditions if the workflow should run only for certain records. For example, limit a service-triggered workflow to your photography services.

4. If the work should end when another event occurs, choose that event under Stop when.

A service trigger includes services selected when a job is created. Choose the trigger before building the rest of the workflow, because it determines which details and options the steps can use.

Add a task or another action

Select the + where the next step belongs, choose Action, then select the action. Select an existing card to change its settings.

For Create task:

1. Choose who gets the task under Assign to.

2. Enter the Task name and any Instructions.

3. Choose the Scope. Entire job creates one task for the job, even if several services start the workflow. Each appointment or Each service creates separate work for those items when available.

4. Set the Due Date and its timing. For example, make editing due one business day after the last appointment.

Use Notify team when someone needs an alert. Add tags, Remove tags, and Change relationship update the agent's client record.

Tasks created by a workflow appear in Tasks and on their jobs. See Managing tasks.

Add waits and different paths

Choose + → Wait to pause before the next step. Wait for a length of time, until a date, or until a time of day. The choices depend on the event that started the workflow.

Choose + → Condition when the next action depends on something. Matches conditions checks the record's details. Something happens waits for a chosen event within the time you set. Add the next steps under Yes and No.

For example, after waiting a day, check whether the job is paid. Put a follow-up task on the No path.

Save and turn it on

Select Save to keep a draft for later, or Go live when its trigger and steps are complete. For a workflow that is already live, select Save changes after editing it.

Use More actions → Turn off to turn a workflow off. Open it and select Turn on when you want it active again.

Check what happened

Open Automations → Activity to find workflow runs. Search by workflow, listing, or agent and use In progress to find work that is still running.

Open a run to see its steps, then select a step to inspect what happened. Use Stop run to stop an active run or Edit workflow to change the workflow itself. Finished runs stay in Activity for 30 days.