Action Types

Actions are the operations that a workflow performs when a trigger fires. Each action node in the workflow builder is configured with a specific action type and its parameters.

Stage and Status Actions

Move to Stage

• Type: action_move_stage
• What it does: Moves the lead to a specific pipeline stage.
• Configuration: Select the target stage from the current pipeline.
• Notes: This action triggers "Stage Enter" and "Stage Exit" events, which can trigger other workflows. The system prevents infinite loops via depth limiting.

Set Status

• Type: action_set_status
• What it does: Changes the lead's applicant status.
• Configuration: Select the target status (e.g., Accepted, Rejected, Waiting List).
• Notes: This action triggers "Status Enter" events, which can trigger other workflows.

WARNING

Be careful when creating workflows where stage and status actions trigger other workflows. The system prevents infinite recursion with a depth limit, but complex chains of triggering workflows can be difficult to debug.

Communication Actions

Send Email

• Type: action_send_email
• What it does: Sends an email to the applicant or their parents.
• Configuration:
  • Select an email template from your configured templates.
  • The email is sent using your school's configured SMTP settings (Amazon SES).
• Personalization: Email templates support dynamic placeholders that are replaced with lead-specific data (name, program, stage, etc.).

Send Notification

• Type: action_send_notification
• What it does: Creates an in-app notification for specified staff members.
• Configuration:
  • Set the notification title and message.
  • Select target users or roles.
• Notes: Notifications appear in the notification center and can trigger push notifications if configured.

Send Webhook

• Type: action_send_webhook
• What it does: Sends an HTTP webhook request to an external URL.
• Configuration:
  • Set the URL to send the request to.
  • Configure the request payload.
• Use cases: Integrate with external systems, CRMs, or notification services.

Data Actions

Add Tag

• Type: action_add_tag
• What it does: Adds a tag to the lead.
• Configuration: Specify the tag name.
• Use cases: Categorize leads based on their journey (e.g., "Documents Complete," "Interview Passed").

Remove Tag

• Type: action_remove_tag
• What it does: Removes a tag from the lead.
• Configuration: Specify the tag name to remove.
• Use cases: Remove temporary tags after a condition is met.

Set Engagement

• Type: action_set_engagement
• What it does: Sets the lead's engagement level.
• Configuration: Select the engagement level (Hot, Warm, Cold, Idle).
• Use cases: Automatically adjust engagement scores based on behavior.

Assign Owner

• Type: action_assign_owner
• What it does: Assigns a staff member as the lead's representative/owner.
• Configuration: Select the staff member.
• Use cases: Auto-assign leads to specific admissions officers based on program or campus.

Activity Actions

Create Activity

• Type: action_create_activity
• What it does: Creates a scheduled activity for the lead.
• Configuration:
  • Set the activity type (e.g., call, meeting, task).
  • Set the title and description.
  • Configure the due date (can be relative, e.g., "3 days from trigger").
• Use cases: Schedule follow-up calls after form submission, create interview preparation tasks.

Add Note

• Type: action_add_note
• What it does: Adds a note to the lead's activity timeline.
• Configuration: Set the note content.
• Use cases: Log automated events, add context about workflow actions taken.

Action Execution

Sequential Execution

When a trigger fires:

1. The system finds the trigger node in the workflow.
2. It follows the connections from the trigger to find connected action nodes.
3. Each connected action is executed in sequence.
4. If an action fails, it is logged with an error status, but subsequent actions in the chain may still execute.

Chaining Actions

You can connect multiple actions in sequence:

Trigger: Form Submitted
  → Action: Send Confirmation Email
  → Action: Move to "Application Received" Stage
  → Action: Create Follow-up Activity
  → Action: Add "New Applicant" Tag

All four actions execute when the form is submitted.

Delayed Actions

Some actions can be configured with a delay:

• The ProcessWorkflowDelaysCommand processes delayed workflow actions.
• Delayed actions are stored and executed after the specified wait period.

TIP

Delayed actions are useful for follow-up sequences. For example, send a reminder email 7 days after an application is received if the applicant has not provided required documents.

Action Logging

Every action execution is logged with:

• Timestamp -- when the action was executed.
• Workflow and node -- which workflow and node performed the action.
• Lead -- which lead was affected.
• Status -- success, error, or rate-limited.
• Details -- action-specific details and any error messages.

View execution logs in Settings > Workflow Logs.

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