Trigger Types

Triggers are the events that initiate a workflow. When a trigger event occurs for a lead in the workflow's pipeline, the workflow evaluates its conditions and executes its actions. The system supports a wide range of trigger types.

Lead Lifecycle Triggers

Lead Created

• Type: trigger_lead_created
• Fires when: A new lead is created in the pipeline.
• Use cases: Send a welcome email, assign a default representative, create an initial activity.

Form Submitted

• Type: trigger_form_submitted
• Fires when: An applicant submits a form linked to the pipeline.
• Configuration: Can be filtered to a specific form.
• Use cases: Send a confirmation email, notify admissions staff, assign to a specific stage.

Form Abandoned

• Type: trigger_form_abandoned
• Fires when: A form session is detected as abandoned (started but not completed).
• Configuration: Can be filtered to a specific form.
• Use cases: Send a follow-up email to encourage completion, notify staff for manual outreach.

Stage Triggers

Stage Enter

• Type: trigger_stage_enter
• Fires when: A lead enters a specific stage.
• Configuration: Select the target stage that triggers the workflow.
• Use cases: Send notifications when applicants reach the interview stage, create preparation activities.

Stage Exit

• Type: trigger_stage_exit
• Fires when: A lead leaves a specific stage.
• Configuration: Select the stage whose exit triggers the workflow.
• Use cases: Archive completed applications, send follow-up surveys.

TIP

Stage triggers fire regardless of how the stage change happened -- whether through drag-and-drop on the Kanban board, the detail page, bulk operations, or another workflow.

Status Triggers

Status Enter

• Type: trigger_status_enter
• Fires when: A lead's status changes to a specific value.
• Configuration: Select the target status (e.g., Accepted, Rejected, Waiting List).
• Use cases: Send acceptance/rejection emails, trigger enrollment workflows, notify parents.

Activity Triggers

Activity Created

• Type: trigger_activity_created
• Fires when: A new activity is created for a lead.
• Use cases: Notify the assigned representative, log the activity for reporting.

Activity Completed

• Type: trigger_activity_completed
• Fires when: An activity associated with a lead is marked as completed.
• Use cases: Move to the next stage after an interview is completed, send follow-up communications.

Checklist Triggers

Checklist Completed

• Type: trigger_checklist_completed
• Fires when: All items in a specific checklist are completed for a lead.
• Configuration: Can be filtered to a specific checklist.
• Use cases: Move the applicant to the next stage, notify admissions team that documents are complete.

Engagement Triggers

Engagement Changed

• Type: trigger_engagement_changed
• Fires when: A lead's engagement level changes (e.g., from Warm to Cold).
• Configuration: Can be filtered to a specific engagement level.
• Use cases: Alert staff when a lead goes cold, trigger re-engagement emails.

Contract Triggers

Contract Opened

• Type: trigger_contract_opened
• Fires when: A parent opens a contract document for the first time.
• Use cases: Track contract engagement, send reminders if not signed within a timeframe.

Contract Downloaded

• Type: trigger_contract_downloaded
• Fires when: A parent downloads a contract document.
• Use cases: Log document access, notify admissions staff.

Contract Signed

• Type: trigger_contract_signed
• Fires when: A parent signs a contract.
• Use cases: Move applicant to the next stage, send confirmation, start enrollment process.

Contract Declined

• Type: trigger_contract_declined
• Fires when: A parent declines a contract.
• Use cases: Notify admissions team, move to a review stage.

Contract Voided

• Type: trigger_contract_voided
• Fires when: A contract is voided by an administrator.
• Use cases: Generate a new contract, notify relevant parties.

Contract Status Changed

• Type: trigger_contract_status_changed
• Fires when: Any contract status transition occurs.
• Use cases: General contract lifecycle tracking, logging.

Trigger Configuration

Each trigger node supports optional configuration to narrow when it fires:

• Specific form -- only fire for submissions of a particular form.
• Specific stage -- only fire when entering or exiting a particular stage.
• Specific status -- only fire when the status changes to a particular value.
• Specific checklist -- only fire when a particular checklist is completed.

WARNING

If no filters are configured on a trigger, it fires for all matching events in the pipeline. For example, a "Stage Enter" trigger without a specific stage filter will fire every time any lead enters any stage in the pipeline.

Rate Limiting

The system includes built-in rate limiting for workflow execution to prevent infinite loops (e.g., a workflow that changes a status which triggers another workflow that changes it back). If rate limiting is triggered, the execution is logged with a rate_limited status.

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