Workflow Builder

The Workflow Builder is a visual editor for creating automated admissions processes. Workflows listen for events (triggers) and perform actions automatically, reducing manual work and ensuring consistent handling of applicants.

Building a Workflow

Coming soon — an interactive walkthrough will be added here.

Accessing the Workflow Builder

1. Navigate to Settings in the sidebar.
2. Click the Workflows section.
3. You will see a list of all existing workflows.
4. Click Create Workflow to build a new workflow, or click an existing workflow to edit it.

Workflow List

The Workflows page displays all workflows in a sortable, searchable table:

Column	Description
Workflow Name	The name of the workflow, with node and connection counts.
Pipeline	The pipeline this workflow is associated with.
Nodes	The number of nodes (triggers + actions) in the workflow.
Last Updated By	The staff member who last modified the workflow, with their avatar and timestamp.
Status	Active or Inactive badge.
Actions	Edit and delete options.

Filtering Workflows

• Search -- use the search box to find workflows by name.
• Status filter -- filter by Active, Inactive, or All workflows using the status column filter.

Reordering Workflows

Workflows can be reordered by dragging the handle (horizontal bars icon) on the left side of each row.

Creating a New Workflow

1. Click Create Workflow on the Workflows page.
2. The Workflow Builder opens in a full-page editor.
3. Configure the workflow properties:
   • Name -- give the workflow a descriptive name (e.g., "Auto-email on Application Received").
   • Pipeline -- select which pipeline this workflow applies to.
   • Active -- toggle whether the workflow is active immediately.

Building a Workflow

A workflow consists of nodes connected by edges (connections):

• Trigger nodes -- the events that start the workflow (green).
• Action nodes -- the operations performed when a trigger fires (blue/purple).
• Condition nodes -- optional logic gates that determine which path to follow.

Adding Nodes

1. In the workflow builder canvas, click to add a new node.
2. Select the node type:
   • Trigger -- the event that initiates the workflow.
   • Action -- what happens when the workflow runs.
3. Configure the node's settings in the properties panel.

Connecting Nodes

1. Click on a node's output port.
2. Drag a connection line to another node's input port.
3. Release to create the connection.

Connections define the flow: when a trigger fires, the system follows the connections to execute the connected action nodes in sequence.

Node Configuration

Each node has a type-specific configuration panel:

Trigger Node Configuration

• Trigger type -- select the event (e.g., Form Submitted, Stage Enter, Status Change).
• Conditions -- optional filters to narrow when the trigger fires (e.g., only trigger for a specific form or stage).

Action Node Configuration

• Action type -- select what the workflow does (e.g., Send Email, Move Stage, Change Status).
• Parameters -- configure action-specific settings (e.g., email template, target stage, new status).

Saving a Workflow

1. After building your workflow, click Save or Save & Close.
2. The workflow is stored with all its nodes, connections, and configuration.
3. If the workflow is active, it begins executing immediately for matching events.

Activating and Deactivating Workflows

Each workflow has an active/inactive toggle:

• Active workflows execute automatically when their triggers fire.
• Inactive workflows are stored but do not execute. Use this to pause a workflow without deleting it.

Toggle the status from the workflow list or within the builder.

WARNING

Activating a workflow makes it execute immediately for all future matching events. Test your workflow with a small group or in an inactive state before activating it for your entire pipeline.

Deleting a Workflow

1. On the Workflows list, find the workflow to delete.
2. Click the actions menu and select Delete.
3. Confirm the deletion.

WARNING

Deleting a workflow is permanent. The workflow and all its nodes and connections are removed. Execution logs from past runs are preserved for audit purposes.

Pipeline Association

Each workflow is associated with a specific pipeline:

• The workflow only executes for leads in that pipeline.
• Trigger events (like stage changes) are evaluated against the workflow's pipeline.
• A pipeline can have multiple workflows, and they all execute independently when their triggers fire.

Was this helpful?