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Build a workflow

Choose a trigger, narrow it with filters and decide what happens when it fires.

Create the workflow

Open Workflows and select Add Workflow.

Name it

Under Workflow Details, give it a title and a description. The title matters: tasks the workflow creates are named after it.

Choose the trigger

Under Workflow Trigger, pick the Workflow type (Task, Project, List or Custom Form), then the Workflow trigger (Created, Updated, Deleted, or Submitted for custom forms).

Add filters (optional)

Workflow Filters shows the same filters as that section's filter pane. Anything you set here limits which records fire the workflow. Leave it empty to fire on every record.

Add actions

Under Workflow Actions, select Add Action, choose Create Task or Send Email, and pick the people it's for.

Save

Select Save Workflow. It starts running immediately.

Screenshot coming soonworkflows/builder
Building a workflow

Filters

Filters work the way they do in each section:

  • A record has to match every filter to fire the workflow.
  • Within one filter, picking several values matches any of them. For example, Status is In Progress or Blocked.
  • Instead of a title search, workflows let you pick specific records, so a workflow can watch one particular project or form.
  • Task workflows have an extra Exclude Subtasks option to fire only for top-level tasks.

Updated fires on every save

A workflow with the Updated trigger fires each time a matching record is saved, not only when the field you care about changes. Use filters to narrow it down. For example, a workflow for blocked tasks should filter on Status: Blocked.

Actions

Each action type can be used once per workflow, so a workflow can have up to two actions: one Create Task and one Send Email. Each action names people in your workspace. The picker shows each person's email, so you can tell apart people with the same name. New action rows start with you selected.

Create Task

Creates one task per person you choose, assigned to them. The task's title is the workflow's title followed by the record that fired it, for example Follow up — task 'Ship the release' or Triage — 'Support request' submission. It gets your workspace's default status and priority.

When the trigger is a form Submitted, the new task also gets a Form Submission field linking to the entry, so you can open the original answers from the task.

Send Email

Emails each person separately (recipients don't see each other's addresses) with a Workflow Notification naming the workflow and the record that fired it.

Note

Tasks created by a workflow never trigger other workflows. This stops a task-created workflow from firing on its own output forever.

Edit or delete a workflow

Select Edit on its card to change it, then Save Workflow. To remove it, open it and select Delete Workflow.