Workflow Step Automations

Overview

Workflow steps can be configured with automated actions that run at key moments in a card's lifecycle. These automations let you send emails, SMS messages, update tags, modify data, and trigger campaigns without manual intervention.

When Do Automations Run?

Each step has four trigger points where you can attach automated functions:

You can add multiple functions to each trigger. They all run when the trigger fires.

Available Action Types

Send Email

Automatically send an email when the trigger fires. The email is sent to the profiles linked to the workflow card. This is useful for notifying people about status changes, reminders, or next steps.

Send SMS

Send an SMS message to the profiles linked to the card. Great for urgent notifications or time-sensitive communications.

Send Campaign

Trigger an email campaign to the people associated with the card. This allows you to send more complex, designed email communications as part of your workflow.

Add Tag

Automatically add a tag to the card or related profiles when the trigger fires. Tags are useful for categorisation and filtering.

Remove Tag

Remove a specific tag from the card or related profiles. Useful for cleaning up tags from previous steps.

Update

Update field values on the card or related items. This lets you automatically change data as cards move through steps.

Completion Behaviour

Steps also have a Completion Behaviour setting that determines when the system evaluates whether a card's requirements have been met:

• Never — The card stays in this step until someone manually moves it. No automatic evaluation occurs.
• Immediately — As soon as the requirements are met (criteria matched, forms submitted, tasks completed), the card is automatically marked as complete and the success/fail actions fire.
• Due Date — The system waits until the due date, then evaluates the card's status. If requirements are met, success actions fire. If not, fail actions fire.

Success and Failure Actions

When a card completes or fails a step, you can configure what happens next:

Success Action Options

• Do nothing — Card stays in the current step
• Move to next step — Automatically advance the card to the next step in sequence
• Move to previous step — Send the card back to the previous step
• Move to a specific step — Jump to any step in the workflow
• Archive — Set the card to inactive, effectively completing the workflow

Failure Action Options

The same options are available for failure actions. Common patterns include:

• Moving the card back to a previous step for re-processing
• Archiving cards that fail to meet requirements
• Sending the card to a specific "failed" or "review needed" step

Loop Detection

The system includes automatic loop detection. If an automation causes a card to move through a step it has already visited in the same automation chain, the loop is detected and stopped to prevent infinite processing.

Example: Induction Workflow

Here's how automations might be configured for an employee induction workflow:

1. Step 1: "Welcome"
   • Entry function: Send welcome email to the new employee
   • Due date: 2 days
   • Success action: Move to next step
2. Step 2: "Complete Paperwork"
   • Entry function: Send form request for employment details
   • Required forms: Employment details form
   • Completion: Immediately when form is submitted
   • Success action: Move to next step
3. Step 3: "Training"
   • Entry function: Add "in-training" tag
   • Required tasks: Complete safety briefing, Complete system training
   • Due date: 2 weeks
   • Success action: Archive
   • Failure action: Move back to step 2

FAQs