This guide walks you through creating a workflow from start to finish, including setting a trigger, adding logic, and activating the workflow.
Step 1: Open the Workflows Module
Navigate to Workflows.
Select Configure workflows to view your existing workflows.
Step 2: Create a New Workflow
Click + New workflow.
Enter a name for the workflow.
Save the workflow to continue configuring it.
At this stage, the workflow is saved as a draft and will not run until published.
Step 3: Choose a Trigger
Each workflow can have one trigger. Choose one of the following:
When Something Happens
Select the project (or leave blank to apply to all projects).
Choose the resource to monitor.
Configure the trigger conditions (for example, when a form is completed).
On a Schedule
Choose how often the workflow should run:
Daily, Weekly, Monthly, or Yearly
Select the time the workflow should run.
Optionally configure iteration:
Run once per project (using each project’s timezone), or
Run once per matching resource.
Step 4: Add Logic Blocks (Optional)
You can add utility blocks to control how the workflow behaves.
Wait
Pause the workflow until:
Something happens
A preset time passes
A specific date and time
You can monitor the triggering resource or a different resource and apply conditions.
Branch
Create true and false paths based on whether conditions are met.
Conditions can be based on resource status or form field values.
Step 5: Add Action Blocks
Actions define what the workflow does once triggered.
Available actions include:
Send email
Send notification
Send SMS
For each action, configure:
Recipients (specific users, workers, companies, sender, or project managers)
Message content, including dynamic variables (for example
{{author.email}})Email actions can also include a signature
You can add multiple actions to a single workflow.
Step 6: Review and Publish
Before activating the workflow:
Review the workflow logic and layout
Use Beautify layout if needed
Save any changes
When ready:
Click Publish
Activate the workflow
Once activated, the workflow will begin running based on its trigger.
Step 7: Manage Your Workflow
After publishing, you can:
View workflow runs
Review version history
Make updates and republish
Archive the workflow when it’s no longer needed
Need Help?
If you have questions or need assistance creating workflows, use the black chat box in the bottom-right corner to contact the BuildPass support team.