Workflows Overview

WorkGuru workflows automate the routine jobs you'd otherwise have to remember to do, or do manually. A workflow watches for something to happen — a lead arriving, a quote being accepted, a task falling overdue — and then carries out one or more actions for you, such as sending an email, raising an invoice or creating a task.

The Workflow Dashboard is your home base for automation where you can monitor, manage, and improve the automations running your business. From here you can see what's running, how it's performing, and activate, edit, pause or delete any workflow. You can add custom workflows or choose from a library of pre-set automations.

Every workflow is built from the same three pieces:

1. Trigger- This is what starts it. For example "a quote is accepted" or "a project task is overdue". Some triggers fire the instant something happens; others run on a daily schedule (see *Event triggers vs. timer triggers* below). Triggers come in two kinds, and the difference matters when you set one up:
   • Event triggers - fire once, the moment something happens. Examples include a lead is created, a quote is issued, a project status changes. There's nothing to schedule with this setting; the workflow runs immediately as soon as the trigger is met.
   • Timer triggers - run on a daily schedule and look across your open records (open quotes, open tasks, unpaid invoices, etc). They're how you build reminders and chase-ups ("remind the client 7, 14 and 21 days after a quote is sent"). Timer triggers use a day-based condition so each reminder fires once on its day, not every day afterwards.
2. Conditions (optional) - This is which records it applies to. Conditions narrow a workflow down so it only runs for the records you care about — for example, only leads with a budget over $3,000, or only when a project reaches the status "Completed". A workflow with no conditions runs for every matching record.
3. Actions - This is what it does. One or more steps that run in order: send an email, raise an invoice, create a to-do, update a task's status, post a chat message, and so on.

A simple breakdown of the above in plain terms: When [trigger], and If [conditions],then Do [actions].