Workflows
Learn how Workflows allow you to trigger complex series of actions.
Workflows allow you to trigger complex series of actions when collection items are Created, Updated or Deleted.
For example, you can send a goodbye email to a client when their account is Deleted.
Or you might want to update the client's owner when the client creates a Ticket
Each workflow starts with a trigger. A trigger has three properties
- Name Useful for identifying your workflow
- Collection Which collection does this workflow run on, i.e. Users, Companies, or a custom collection
- Type When this workflow runs, one of;
- Created - when a new collection record is created
- Updated - when an existing collection record is updated in any way
- Deleted - when an existing collection record is deleted
A workflow can have as many actions as necessary. Actions run sequentially, i.e. one-after-another. This means you can use values from previous actions in your following actions.
There are three types of actions at the moment;
- Send an email Send an email to one (or many) email address(es). An email action has the following fields:
- To - The address to send the email to. If you want to send to multiple, separate them by commas
- Subject - The email's subject
- Message - The email's message. This can be as long as you want.
- Call-To-Action Text - When provided, will render as a CTA button text
- Call-To-Action URL - When provided, the link of the CTA button
- Trigger a webhook (e.g. Zapier or Integromat) Trigger an outgoing webhook, useful for triggering instant Zaps
- For each item in a list...do... This action on its own doesn't do anything, but it allows you to fetch a list related to the trigger item and loop over it. For example, sending an email to everyone in the company of the person who submits a ticket.
- Only continue if This action allows you to define conditions for which the workflow should continue running. For example, let's say you only want to send an email to contacts that have been active, you can add a condition that specifies that.
These 3 actions allow you to create, update or delete other records in your app, including records in external data sources like Airtable, Google Sheets, PostgreSQL or MySQL.
- Create a record This action allows you to create a new record in a given collection. You can specify the fields that it should be created with, including linked fields. For example, you can create a new interaction record when you send an email to a contact
- Update an existing record This action allows you to update an existing record in a given collection, this can include the record that triggered the workflow, or the user that triggered it. You need to specify the ID of the record that will be updated and specify what fields will be updated. For example, you could update a contact record when their account is upgraded.
- Delete an existing record This action allows you to delete an existing record from a given collection. Simply specify the ID of the record that will be deleted. For example, you can delete a contact record if the company they are associated with is deleted.
A note about workflows that create, update or delete other records.
When they are run, any other workflow that would be expected to run based on that trigger will not be run.
For example, if you have two workflows.
Workflow A runs when a record in Table A is updated.
Workflow B runs on demand, but as part of it, it updates a record in Table A.
Workflow A will not run, to prevent cyclical workflow runs.
The below example shows off each action, using variables from the trigger and from previous steps
Last modified 3mo ago