Understanding Workflows

Workflows are an automated event-triggering system that helps you streamline and automate actions within the platform.

A workflow automatically performs specific tasks when certain conditions (called triggers) are met — saving time and ensuring consistency across your operations.

Each workflow consists of two main components:

• Workflow Templates – define what should happen and when.

• Workflows – actual instances that run when triggers occur.

Workflow Templates

A workflow template is the blueprint that defines the sequence of actions, triggers, and optional conditions.
Templates are managed in:
Automation → Workflows

On this page, you’ll see:

• A list of all existing workflow templates

• A Create New Template button that opens the Workflow Builder

Template Structure

Each workflow template is built using connected nodes in a visual flow diagram.

A template is made up of the following parts:

1. Trigger
   Defines when a workflow begins.

   Example: “Member created” or “Form submitted.”
   You can add multiple triggers, but this will create separate templates to avoid confusion later.

2. Modifiers (optional)
   Modify when or how a workflow runs. Modifiers can:

   • Filter results (limit scope)

   • Add delays (schedule timing)

   Modifiers are applied in the order you add them.

3. Actions
   Define what happens when the workflow runs — such as sending an email, updating a record, or triggering a webhook.
   You can add multiple actions, and they’ll execute in order from top to bottom.

All nodes must be connected with lines — from a trigger (output) to an action (input).
Any node not linked to a trigger will be ignored when you save the template.

Create a Workflow Template

Follow these steps to build a new template:

1. Go to Automation → Workflows → Workflow Templates.

2. Click + New Template (top-right corner) to open the Flow Builder.

3. Click the top placeholder to choose your trigger.

1. Click the next placeholder to choose your action.

1. Enter any required parameters for the action, such as recipients or content.

   See the Recipients section below for available options.

1. Click Save Template, then enter a name and optional description.

Add a Modifier (Optional)

To refine your workflow:

1. Open the Modifier List on the right side of the builder.

2. Choose the desired modifier — a new node will appear.

3. Delete the existing connection between the trigger and action.

4. Reconnect the flow:
   Trigger → Modifier → Action

Delete a Node or Connection

To remove a node or connection:

• Click the element to highlight it.

• Press Delete or Backspace.

Recipients

When configuring an action, you can define who should receive it.

Static Recipients

• A specific user

• A role-based group (e.g., Administrators, Staff)

Dynamic Recipients

• Affected User – the user involved in the trigger event.
  Example: If the trigger is “Member Created,” the new member becomes the recipient.

• All Users – all active users

• All Members – all active members

• All Staff – all active staff members

Webhooks

You can trigger an external process using the Webhook action.
This allows the workflow to communicate with other systems or applications.

Set Up a Webhook

1. Go to Automation → Workflows → Webhooks.

2. Click Add Authentication, choose an authentication type, and enter credentials.

1. Click Add Endpoint and fill in:

   • The webhook URL

   • The request type (GET, POST, etc.)

   • The authentication you created earlier

Use a Webhook in a Workflow

1. In the Workflow Builder, select your trigger.

2. Add the action Trigger Webhook.

3. Choose the endpoint you created.

4. (Optional) Click Add Parameter to define key–value pairs required by the webhook.
   This allows you to send specific workflow data to the external system.

Editing Workflow Templates

Workflow templates cannot be edited directly.
This prevents issues with workflows that are already running.

To make changes:

1. Clone the existing template.

2. Update the cloned version as needed.

3. Save it as a new template.

4. Delete the old version once you’ve verified the new one.

This approach ensures running workflows continue unaffected.

Workflow Instances

When a trigger event occurs, the system automatically creates a workflow instance based on the matching template.

View all running and completed workflows at:
Automation → Workflows → Workflow List

From this view, you can:

• Monitor the current status of workflows

• Click into a workflow to see the progress and details of each step

Summary