Process Street + Process Street Integration

You can integrate Process Street with other workflows and workflow runs in Process Street, using our Automations.

This integration allows you to create workflow runs automatically, either when a task is checked or when a workflow run is complete. You can map and pre-fill data from one workflow run into another.

Plan: This automation is available to customers on all pricing plans.

Users: In order to create or update Automations, you must be an Administrator or a Full Member with “edit” permissions.

Example use cases

  • You complete a task in your employee onboarding workflow run, which runs an employee orientation workflow with the employee’s name and contact details pulled through
  • You complete your property move-out workflow run and this starts a deep-cleaning workflow run, with the property address and the date the tenant moved out pulled across into the new run

How to set up an automation with Process Street

Before you get started you’ll need to have a few form fields set up in your Process Street workflows. Workflow 1 is the workflow you will run the automation from, and workflow 2 is the workflow you’d like to run

  1. Login to your Process Street account
  2. Open workflow 1 and then edit it
  3. Add form fields into your tasks for any fields that you would like to map into your new workflow run
  4. Save your workflow changes
  5. Edit workflow 2 and add form fields that will become the recipients of your data from workflow run 1 (Best practice: Give these fields the same (or similar) names as the form fields in workflow 1 to allow you to map them easily when setting up your automation)
  6. Add dynamic due dates to trigger once the workflow run becomes active
  7. Save your workflow changes

Now you’re ready to go ahead and start creating your automation!

Open up your workflow

Head to your library and open up workflow 1 in view mode by clicking its name. This will be the workflow that you create the automation from.

When viewing the workflow you will see the “Automations” tab next to the workflow tab, as shown below.

Choose a trigger

Start by selecting the trigger for your automation, from the left side of your screen.

You can choose from these two triggers:

  1. When a task is checked then
  2. When a workflow run is complete then

Click the + button on your chosen trigger to get started.

Let’s walk through examples for each of these triggers and their respective actions.

1 – When a task is checked

In this example, completing the task “Confirm move out date” in your Tenant Move-Out process creates a new “Property deep clean” workflow run for your property manager to complete.

Choose your trigger

Select “When a task is checked” from the left side of your screen.

Choose a task

Start by selecting the task in your workflow that will act as your trigger.

Choose an app

Next, click the Process Street icon and a small tick will appear to confirm your selection.

Choose an action

Select the action “run a workflow”.

Choose workflow to run

Choose the workflow you would like to run a workflow from (e.g. Workflow 2). Click “Next”.

Set your workflow run name

Select the field that you would like to use as your workflow run name.

You can only use one field to create your workflow run’s name, however, you could use a snippet form field to allow you to add text or variables into its name.

Map fields

Next, you need to map the fields from your first workflow run, that you would like to fill out automatically in your second workflow run.

These could be global variable fields like Workflow Run Name, Workflow Run URL, Task Name or they could be the names of form fields that you have added into your workflow.

Click “Add new mapping” to map more fields from your original workflow run into your new workflow run. When you’re done mapping fields, click “Next”.

Capture workflow run URL (optional)

Optional: If you would like to capture the URL of your newly created workflow run, in your original workflow run, you can do that by adding a placeholder form field into it (a short text form field would be ideal).

Once that’s added, you can use this step to capture your new workflow run’s URL, or if you prefer to skip this part, click “Finish”.

Activate this automation

Now you’re ready to turn on your automation. Use one of the toggle switches shown below, to switch it on.

Now every time your task is checked, a workflow is run and pre-filled with the data you have mapped from your original workflow run. Plus, since we used dynamic due dates in the second workflow run, these are automatically populated as soon as the second workflow run becomes active.

2 – When a workflow run is complete

In this example, completing a workflow run from your Employee onboarding process creates a new “Employee orientation” workflow run for that employee.

Choose your trigger

Select “When a workflow run is complete” from the left side of your screen.

Choose an app

Click the Process Street icon and a small tick will appear to confirm your selection.

Choose an action

Select the action “run a workflow”.

Choose workflow

Choose the workflow you would like to run (e.g. Workflow 2). Click “Next”.

Set your workflow run name

Select the field that you would like to use as your workflow run name.

You can only use one field to create your workflow run’s name, however, you could use a snippet form field to allow you to add text or variables into your workflow run name.

Map fields

Next, you need to map the fields from your first workflow run, that you would like to fill out automatically in your new workflow run.

These could be global variable fields like Workflow Run Name, Workflow Run URL, Task Name or they could be the names of form fields that you have added into your workflow.

Click “Add new mapping” to map more fields from your original workflow run into your new workflow run. When you’re done mapping fields, click “Finish”.

Activate this automation

Now you’re ready to turn on your automation. Use one of the toggle switches shown below, to switch it on.

Now every time one workflow run is completed, a second workflow is run and pre-filled with the data you have mapped from your first run.

Advanced

To allow you to create workflow run names with more than one field of data passed into your new workflow run, you might consider using a snippet form field. This allows you to create workflow run names such as [employee first name] + [employee last name] + [job role] or [company name] + [customer ID number] for example.

Process Street also has a number of other built-in features you might want to use to help streamline your processes. You can schedule when a workflow runs, for recurring or one-off events by using our scheduling tool, use variables to push data into, out of, and around your workflow runs.

The email widget allows you to send pre-drafted emails direct from your workflow run, with variable data automatically filled out and ready to send.


 

Edit an automation

To be able to edit the fields you have mapped in your automation, or change the triggers or actions, you first need to turn off your automation using one of the toggle switches.

Delete an automation

To remove an automation from a workflow, you can delete it, but first, you will need to ensure that it has been switched off. Turn the toggle switch to the “off” position and then click the trashcan icon in the top right of your view to delete the automation.

Limitations

There are no filters, delays, or formulas built into automations. To be able to utilize these types of functions, you might want to consider using a Zapier integration instead.

Request another app

If you would like to request that we add another app to our automations, you can do that from the help button in the bottom right corner of your screen. Click “Suggestions” and send us your request.

Troubleshooting

If your automation stopped running, isn’t working as expected, or is showing errors, there might be a few reasons for this. Please check the following:

  • Did you turn the automation on once you set it up? Each automation has a separate “on/off” toggle switch
  • Did you edit your workflow, change or delete a form field that you were mapping in your automation? If you did, then this may cause your automation to stop running
  • Did you edit your workflow but not save the changes? You need to have saved any edits to your workflow to have the latest version pull through to your automations
  • Each time your automation runs you will see a record of success or failure, in your run logs

Run logs

You can check your automation run logs to see how your automations are running, or check for errors. You will find the automation run logs in two places, on workflows or on workflow runs.

In your workflow on the automations tab, select an existing automation from the left side of your screen (highlighted in blue below). At the bottom of your page, you will see a list of all of the automation runs for that workflow. If your automation hasn’t run yet, you’ll see something similar to the below.

In a workflow run, in the upper right-hand corner of your task list, you’ll see the lightning bolt icon. Click the icon to see the run logs for that particular workflow run.

If you have any errors, click the word “Error” to expand more information on why your automation didn’t run.

The lightning bolt icon will only show up on workflow runs that have automations configured on them. This is an automation’s idle state.

When an automation is running, you’ll see the bolt change to the icon.

Once the automation finishes running, you’ll see either for success or for failure. If it’s a failure, you can click on the X to see the run logs and then click on the “Error” log for more information.

If you have any questions about using Automations, please reach out to our Process pros team.


 

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