A workflow is a set of instructions that lay out exactly how a process should be completed. For each process in your business, you build a workflow first, then you run the workflow each time you need to work through that process.
For example, an Employee Onboarding workflow contains all the information needed to complete successful onboarding for all your new hires, while a Customer Support workflow contains all the information needed on how to deal with support tickets. You would run the workflows for each new hire you’re onboarding, or for each customer support ticket that you receive.
What’s in a workflow?
Your workflows are completely customizable, so what’s contained inside them is entirely up to you!
Workflows can display a variety of content or instructions, such as videos, text, images, subtasks, and embedded content from other apps. Use content when you want to share information with people working through your workflow runs.
When you add form fields into your workflows, this allows you to capture and store information each time you run the workflow, such as names, documents, notes, emails, and URLs. Use form fields when you want to collect data from people working on your workflow runs.
You can also send pre-written emails from workflow runs and utilize form fields to populate some of the data before the email is sent. Form fields also give you the ability to pass and receive data inside your workflow runs, or to and from other apps via automations and integrations.
You can also build really powerful features into your workflows, such as:
- Conditional Logic – Create process paths for if-this-then-that scenarios
- Role Assignments – Assign tasks based on a role instead of a person
- Stop Tasks – Enforce the order of tasks and streamline hand-offs
- Task Permissions – Customize who can see which tasks
- Dynamic Due Dates – Create automated and adaptable timelines
- Approvals – Set up approval flows anywhere your process requires sign-off
On our paid plans you can create an unlimited number of workflows and workflow runs.