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Build a workflow

Create a workflow and author it end to end — its details, the trigger that starts it, the conditions that narrow it, and the actions it runs.

Prerequisites

  • Workflow automation is turned on for your firm, and you can open the Workflows page. See About workflow automation.
  • You are in the workspace whose accounts you want the workflow to act on.

Create a workflow

  1. Open Workflows from the left sidebar.
  2. Click New workflow.
  3. Enter a Name you will recognize in the list.
  4. Click Create.

The workflow is created disabled and opens in the builder, ready to author. Because it is disabled, it will not run until you finish building and turn it on.

The builder

The builder has two tabs — Build, where you author the workflow, and Runs, its run history. The Build tab is organized top to bottom as details, trigger, conditions, actions, and a test-run panel.

Details

  • Name — the name shown in the list.
  • Brand — which brand the workflow applies to. Choose All brands to act on every brand in the workspace, or pick one brand to limit it to that brand's accounts.
  • Description — an optional note for your team about what the workflow is for.
  • Enabled — turn the workflow on when you are ready for it to run. Leave it off while you build and test.

Trigger

Choose what starts the workflow. Triggers come in two families — an event on a record (such as an account being created or a transaction being approved) or a schedule (daily, weekly, or monthly at a time you set). For the full set and how to narrow a status change, see Triggers.

Conditions

Conditions are optional tests the account must match for the workflow to act. Build them with the same filter builder you use to filter accounts elsewhere in the Backoffice: add a row, pick a field, choose an operator, and enter a value; group rows with and / or to express more precise rules.

Leave the conditions empty to run on every account the trigger fires for. Conditions test the triggering record itself — they do not reach across to related records.

Note

Changing the trigger to one that works on a different kind of record clears the conditions, because they were written against the previous record's fields. Set the trigger first, then build the conditions.

Actions

Add the actions the workflow runs, in order. Click Add action, choose an action type, and fill in its fields. Each action appears as a numbered row you can expand to edit.

  • Order matters. The workflow runs the actions from top to bottom and stops at the first one that fails. Use the up and down arrows on a row to reorder.
  • Remove an action with the trash button on its row.
  • A workflow can hold up to ten actions. At the limit, Add action is disabled.

For every action type and its fields, see Actions.

Save

Click Save to store the workflow. The builder checks the draft first and shows any problems inline — for example, a missing name, a trigger without a value it needs, or an action with an empty required field. Fix the highlighted items and save again.

The platform re-checks the whole workflow when you save, against what you are allowed to reach. If it finds a problem the builder could not catch on its own — such as an action that would touch an account or field you cannot access — it reports it on save so you can correct it.

Saving may also show a non-blocking advisory — for example, a note that this workflow and another could affect each other. The workflow still saves; the advisory is there for you to review.

Once saved and enabled, the workflow is live. Before you enable it, it is good practice to preview it with a Test run — see Test and monitor a workflow.