Workflows

Overview

Manage your workflow templates from Settings. Create workflows, add steps and transitions, configure visibility, and delete workflows you no longer need. To run workflows and track processes, open Workflows from the main navigation.

Create a workflow

1. Open Settings from the main navigation.

2. Click Workflows.

3. Click New Workflow.

4. Enter a name for the workflow.

5. Click Create Workflow.

Edit a workflow

1. Open Settings from the main navigation.

2. Click Workflows.

3. Click on the workflow you want to edit.

You can also click Manage on the Workflows page to go directly to Settings.

Add steps to a workflow

Steps are the building blocks of a workflow. Each step collects information through configurable fields.

1. Open the workflow you want to edit.

2. Click Add Step.

3. Enter a name for the step.

4. Add fields to collect data (text, email, date, dropdown, file upload, etc.).

5. Mark fields as required if needed.

6. Click Save.

Step options:

• Retryable — Allows contacts to resubmit if the step is rejected.

• Internal step — Marks the step as internal so it can only be completed by your team. See “Step visibility” below for how internal steps appear to contacts.

Step visibility

Internal steps have a Contact visibility setting that controls whether contacts can see the step.

• Hidden from contacts (default) — The step does not appear in the contact’s process view.

• Visible to contacts — The step appears to contacts, but only your team can complete it. When set to visible, you must provide a Display name for contacts. This is what contacts see instead of the actual step name.

Use visible internal steps when you want contacts to know that a review or approval is in progress without giving them access to complete the step.

Define transitions

Transitions control how the workflow moves from one step to the next.

1. Open a step in the workflow editor.

2. Under Transitions, click Add Transition.

3. Select the destination step.

4. Choose the transition type:

5. Immediate — Moves automatically when the step is submitted.

6. On Approval — Moves only when someone approves the submission.

7. On Rejection — Routes to a different path when rejected.

8. Click Save.

A step can have multiple outgoing transitions. For example, an approval step might route to one path when approved and another when rejected.

Delete a workflow

1. Open Settings from the main navigation.

2. Click Workflows.

3. Click on the workflow you want to delete.

4. Click Delete at the bottom of the page.

5. Confirm the deletion.

Deleting a workflow removes it and all associated processes permanently.

Tips

• Start simple. Create a basic workflow first, then add complexity as you learn what works.

• Use internal steps for approvals or reviews that contacts should not complete.

• Set internal steps to visible when you want contacts to see that a review is in progress.

• Mark steps as retryable when you expect back-and-forth, like document submissions.

• Add description fields to provide instructions within a step.

FAQs

Can I edit a workflow after creating processes? Yes. Changes apply to new processes only. Existing processes continue using the version they started with.

What happens if a contact submits while I’m editing? Their submission uses the published version. Your draft changes won’t affect active processes until you publish.

Can a workflow have multiple starting points? Yes. Any step without an incoming transition is a starting point. Contacts or users can begin at any of these steps.

Where do I run workflows and create processes? Open Workflows from the main navigation. The Workflows page is for running and monitoring processes. Settings is for managing workflow templates.