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Anatomy of a Workflow

Overview

In AgencyBloc, a workflow is a set of automated actions that are performed when it is triggered. You set conditions for its trigger to specify the types of records that are included in the workflow. In this article, learn about the parts and pieces of workflows so you can get the most out of Automated Workflow.

IN THIS ARTICLE

Basics of triggers
Basics of actions
Common questions

Basics of triggers

A trigger is a set of conditions that must be met to run a workflow. You set conditions to specify the types of records and events that will trigger the workflow. You can add more conditions to narrow down specific records that trigger the workflow.

For example, you can select a trigger type of “Individual” and a trigger when of “an individual is created”. If you specify “Prospect” in the individual type criteria, only individuals that are created with the “Prospect” type will trigger the workflow.

workflow-anatomy-1.png

A workflow can be triggered only once for each record in AgencyBloc, unless the workflow is set to recur yearly. See the Recurring Workflows article for more details. Also, if a record is in the workflow and then something changes on that record and it no longer meets the trigger conditions, that record will be removed from the workflow.

Trigger conditions

  • Trigger Type: The record type that the trigger is based on.
  • Trigger When: Event in the application that triggers the workflow. The events you can choose from vary depending on the trigger type.
  • Allow this event to recur yearly: An option that controls whether a workflow will trigger year over year. See the Recurring Workflows article for more details.
  • And Meets Criteria: Additional conditions that must be met to trigger the workflow. You can create a workflow without adding criteria. Criteria help you target specific records in your account that meet the trigger conditions.

workflow-anatomy-2.png

Basics of actions

Actions are events that happen in AgencyBloc when a workflow is triggered. These events include creating and assigning activities, and sending emails. A workflow requires at least one action to function, but you can add as many as you want.

workflow-anatomy-3.png

Scheduling actions

For each action you add, you can schedule when you want the action to take place. You can set an action to happen as soon as the workflow is triggered, or set a delay so the action happens after a certain amount of time has passed.

You can set actions to happen before or after the workflow is triggered, depending on its trigger type and trigger when. All trigger types can be scheduled to happen after the trigger is met. Only the "date is approaching" condition can be scheduled to happen before the trigger is met.

For example:

  • Policy Status changes to Active - actions can only occur after trigger is met
  • Policy Renewal Date is Approaching  - actions can occur before or after trigger is met

workflow-anatomy-4.png

Common questions

Can trigger types be added?
Sorry, this is not available as the trigger types are set.

How do I schedule an action to occur at the same time a workflow is triggered?
When you select 0 Days after for the action timing, the action occurs almost immediately after the workflow is triggered.

Do new records created via API or Lead Integration trigger workflows?
Yes, as long as the trigger type, trigger when, and criteria match, the record would trigger the workflow.

For a record, is there a way to stop a workflow based on a change and discontinue any additional actions?
If a record changes and no longer meets the trigger and criteria, it will be removed from the workflow and any future/additional actions will not be performed. Also, if a record is deleted, actions will stop.

Why didn’t my workflow trigger?
Make sure your campaign is activated. After adding an action, you need to save and activate your workflow.

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