Workflows

Overview

Workflows help you standardize repeatable processes like client onboarding, approvals, or intake forms. The Workflows page shows your workflows and their processes, so you can track progress as contacts move through each stage.

To create or edit workflows, go to Settings > Workflows.

Run a workflow

Running a workflow creates a process—a single instance that tracks one case through the steps.

1. Open Workflows from the main navigation.

2. Click on a workflow.

3. Click New Process.

4. Add contacts who will participate in the process.

5. The first available step is now ready for submission.

Submit a step

1. Open the process.

2. Click on an available step.

3. Fill in the required fields.

4. Click Submit.

If the step has an immediate transition, it moves to the next step automatically. Otherwise, it waits for approval.

Approve or reject a submission

1. Open the process.

2. Click on the pending submission.

3. Review the submitted data.

4. Click Approve to move forward, or Reject to send it back.

When rejecting, you must provide a reason. If the step is retryable, the contact can fix the issue and resubmit.

Share a workflow publicly

Allow contacts to submit steps directly through a public link.

1. Open Workflows from the main navigation.

2. Click on the workflow you want to share.

3. Click Share.

4. Enable public access.

5. Copy the link and send it to contacts.

Contacts see public steps and any internal steps marked as visible. Hidden internal steps do not appear. When a contact submits through the public link, their submission appears in your process for review.

Tips

• Use the Workflows page to monitor all active processes across your workflows.

• Click Manage to jump to Settings and edit a workflow’s steps and transitions.

• Check the process view to see which step is current and review the full submission history.

FAQs

How do I create or edit a workflow? Open Settings from the main navigation and click Workflows. You can also click Manage on the Workflows page.

How do I know which step a process is waiting on? Open the process to see the current status. Available steps are highlighted, and you can see the full submission history in the activity feed.

What are visible internal steps? Internal steps set to visible appear in the contact’s process view with a custom display name, but contacts cannot complete them. This lets contacts see that a review is in progress. You can configure this in Settings > Workflows when editing a step.