Content Workflow Automations

Overview

Content Workflow Automations let you automatically add items to workflows when new content is created. This is configured on a definition (content type) and means that every time someone creates a new item of that type, a workflow card is automatically generated.

For example, you could set up an automation so that every time a new profile is created, a card is automatically added to your "Onboarding" workflow.

How It Works

The automation runs when content is created (the "create" trigger). The system:

1. Detects that a new item has been created
2. Checks the definition for any configured workflow automations
3. Evaluates any filter conditions to determine if this item should be added
4. Creates a new workflow card referencing the created item
5. Places the card in the first step of the target workflow

Setting Up a Content Workflow Automation

Step 1: Open the Definition

Navigate to the definition (content type) you want to configure. For example, if you want to trigger a workflow when new profiles are created, open the profile definition.

Step 2: Find the Automation Section

In the definition editor, look for the Automation section. Within it, find the Workflows configuration area.

Step 3: Add a Workflow Automation

Add a new workflow automation entry and configure:

• Workflow — Select which workflow (definition) the card should be added to
• Filter (optional) — Define criteria that the newly created item must match for the automation to trigger. If no filter is set, every new item of this type triggers the workflow.

Step 4: Save the Definition

Save the definition. From now on, new items matching your criteria will automatically have workflow cards created for them.

Filter Conditions

You can add filter conditions so that only certain items trigger the workflow. For example:

• Only create an onboarding card for profiles tagged as "new member"
• Only trigger the volunteer review workflow for profiles in a specific scope
• Only add form submissions to a processing workflow if they contain specific data

Filters use the same filter builder as Smart Lists — see Using the Filter Builder for details.

What Happens to the Card

When a workflow card is automatically created:

• The card's title is set to the title of the created item
• The card's reference is linked to the created item
• The card is placed in the first step of the workflow
• Any profiles from the created item are attached to the card
• The card inherits the scopes from the workflow definition

Duplicate Prevention

The system checks for existing cards before creating new ones. If a workflow card already exists for the same item in the same workflow, a duplicate is not created. This prevents issues if content is updated multiple times.

Multiple Workflow Automations

You can configure multiple workflow automations on a single definition. For example, creating a new profile could simultaneously add cards to both an "Onboarding" workflow and a "Welcome Pack" workflow.

Use Cases

• Profile onboarding — Automatically create onboarding cards when new profiles are added
• Form processing — Route form submissions through a review workflow
• Event follow-up — Create follow-up cards when events are created
• Content review — Send new articles through an approval workflow

FAQs