The Workflow Builder’s Infinite Canvas allows for an expansive view of your workflows. You can:
Use the Fit to Screen and Zoom In/Zoom Out buttons in the bottom-left corner to adjust the view.
Utilize the Minimap in the bottom-right corner to navigate your current position within the workflow.
Best Practices: Keep complex workflows organized by grouping related actions and using clear naming conventions. Try to keep workflows small enough to be seen in one screen. This aids understanding and troubleshooting.
Triggers define the events that start your workflows. Follow these steps:
Click the Add New Trigger button.
Select a trigger from the list (e.g., Contact Added, Appointment Booked).
Configure the trigger with relevant settings.
For a comprehensive list of triggers, visit A List of Workflow Triggers.
Actions define what happens after a trigger is activated. To add an action:
Click the + button in the workflow line(s).
Select an action from the list (e.g., Send Email, Assign to User).
Configure the action based on your workflow’s requirements.
Aside from normal actions, there are some other types of actions that are more advanced:
Drip Actions: Control the flow of contacts by slowing their progress through the workflow.
Conditional Actions: Evaluate conditions and guide contacts based on specific criteria.
Goal Actions: Allow contacts to skip ahead to a later point in the workflow bypassing the actions in between.
Tips: Always give actions meaningful names for clarity in Canvas view. This makes workflows easier to understand and manage.
Refer to A List of Workflow Actions for detailed information on all available actions.
The Stats View helps monitor communication performance down to the individual action:
Turn on Stats View in the top-left corner.
View communication statistics directly in the builder.
Click on any stats data to access detailed reports.
Stats are also available at the workflow level in the Workflow List Click the expand arrow under Stats.
To ensure your workflow functions correctly:
Click the Test Workflow button in the top-right corner.
Select a contact for testing.
Click Run Test to run the workflow.
Troubleshooting: If tests fail, check your triggers and actions for incomplete configurations.
Always save your changes:
Click the Save button in the top-right corner whenever there are unsaved changes (red dot).
If you encounter errors while saving, ensure all required fields in triggers and actions are completed.
Track changes made to your workflow:
Click the History icon in the top-right corner.
View previous versions.
Use the Back to Builder button to return to editing the workflow.
Control the status of your workflows:
Toggle between Draft and Publish modes in the top-right corner.
Draft mode means the workflow will not trigger and take actions for real; Publish mode means it will.
Important: Contacts in waiting steps (e.g., Wait, Manual Call) will remain at their current step when resuming a draft workflow.
Avoid Loops: The Workflow Builder prevents visual loops (arrows cannot return to a previous step), but it’s possible to create non-visible loops. Double-check your actions to avoid unintended looping behaviors.
Keep Workflows Small: Aim to fit workflows into one screen whenever possible. Divide complex functions into separate workflows to simplify troubleshooting and management.
Meaningful Naming: Use clear and descriptive names for triggers and actions to improve clarity, especially in collaborative environments.
Q: What happens to contacts in my workflow if I set it to draft?
A: Contacts in waiting steps (e.g., Wait, Manual Call, Manual SMS) will remain in the same step when the workflow is resumed.
Q: How do goal events impact workflows?
A: Goal events can dynamically adjust contact progress based on interactions.
Q: Can I add a contact to multiple workflows?
A: Yes, use the "Add to Workflow" action to include a contact in multiple workflows.
Q: How can I integrate external apps?
A: Use the "Webhook" action to send data to external platforms. Check out Actions - Webhook for details.
