What is a workflow action?
A workflow action is an automation that can be set be triggered when a workflow step is run. A workflow step is run on job creation, when a job is taken from the pool and whenever a blue progress button is pressed. The latter can also be achieved through the API and Zapier app, such that steps can be run and actions triggered by integrations.
The most popular workflow actions are listed below with links to explanations:
| Action | Description |
| Set job holder |
Change the current job holder to a user, the occupant of a position, the pool, a team or nobody. |
| Set job holder (if empty) |
Change the current job holder (options exactly as above) only if there is a currently no job holder. |
| Set target date (Calendar days) |
Sets a target date to be x calendar days before or after the job date, the current date, any deadline or job field (date type). |
| Set target date (Working days) |
Sets a target date to be x working days before or after the job date, the current date, any deadline or job field (date type). |
| Send an e-mail using a template |
Generates an internal or external e-mail to either be sent or queued, the e-mail being based upon custom job templates which merge data from the job, client and recipient information. |
| Send an SMS using a template |
Generates an SMS to either be sent or queued, the e-mail being based upon custom job templates which merge data from the job, client and recipient information. SMS are charged at 5p per text. |
| Set job position to a user |
Populates a job position with either the current user (i.e. the person that pushed the progress button), a specific user, the occupant of another job position or to a staff job field. |
| Create a job |
Creates a job on another workflow system. |
| Send data to a webhook |
Sends information about the current job to a user defined webhook. A popular way to trigger integrations via platforms such as Zapier. |
| Automatic job progression |
Once this step has been run the system will automatically run another step, which can include progressing other sub-jobs in a multi sub-system workflow. Can be filtered to only run when the sub-job is on a certain stage. |
| Traffic light (Min order #) |
Blocks progress where another sub-job is not yet on a certain stage, the stage being identified by its current order value. |
| Traffic light (Field completed) |
Blocks progress where a job field has not been completed. |
| Traffic light (Field completed [Blocked on 'No']) |
Blocks progress where a job field has not been completed, in this case specifically for boolean fields (Yes/No) where the field is currently set to No or is incomplete. |
| Traffic light (Field completed [Blocked on 'Yes']) |
Blocks progress where a job field has not been completed, in this case specifically for boolean fields (Yes/No) where the field is currently set to Yes or is incomplete. |
| Traffic light (Date field completed or tickbox set) |
Block progress where a job field has not been completed, in this case specifically for date fields. Where the date field has the N/A box activated the job can progress when a date has been entered OR the N/A box ticked. |
| Traffic light (Block on client type) |
Blocks progress for certain client types. Currently for UK customers this has an option to block 'All CH (Companies House) types', being Ltd, PLC, LLP and Charity Company and another option for 'All non CH types'. |
| Traffic light (Target set) |
Blocks progress where a certain stage does not have a target date set. |
| Auto job progression IF another sub-job's stage order is >= x | Useful for a multi sub-system workflow. Allows auto job progression of any sub-job which is conditional upon the current stage of any other sub-job. |
| Auto job progression IF another sub-job's stage order is = x [Don't leave a trace] |
Exactly as above except that the auto job progression does not create an audit log, no actual date will appear on the job card. |
| Set job control state |
Changes the control state for any sub-job on this job. |
| Don't leave a trace |
Mean that an audit log will not be left when the step is taken. No actual date will appear on the job card. |
| Auto job progression IF a boolean job field is empty or No |
Allows auto job progression which is conditional upon a boolean job field being empty or set to No. |
| Auto job progression IF a boolean job field is empty or No [Leave no trace] | Exactly as above except that the auto job progression does not create an audit log, no actual date will appear on the job card. |
| Ignore another workflow action on client type | Adding this workflow action to a step allows you to instruct the system to ignore another workflow action on the same step for certain client types. You can select each individual client type or 'Not 1, 2, 5, 7' (these four types being those that have Companies House filing deadlines). You can have as many of these workflow actions as you require on each step. |
| Ignore another workflow action where a job field = No |
Adding this workflow action to a step allows you to instruct the system to ignore another workflow action on the same step where a certain boolean field is set to No on the job. You could set up several of these on a step if you have multiple boolean job fields. |
| Ignore another workflow action where a sub-job doesn't exist |
Adding this workflow action to a step allows you to instruct the system to ignore another workflow action on the same step where the job does not have a certain sub-job. For example where you have two sub-systems in a workflow system but this job is only using one of them. |
| Set a job field boolean value |
Allows you to set a boolean job field on the job to either Yes or No. |
| Delete this job | Deletes the relevant job. For multiple sub-system workflows this will delete all sub-jobs. |
| Delete one of this job's sub-jobs |
Allows you to delete a set sub-job on a job without deleting the overall job. |
| Delete a deadline where a boolean job field = No |
Deletes a deadline if a selected boolean job field is set to No at the time the action is triggered. |
| Delete a deadline on this job |
Deletes a deadline. |
| Sent a fixed content e-mail [Superseded] |
Sends a basic e-mail message. Note that the 'Send an e-mail using a template' workflow action is far more powerful. |
| Send a fixed content SMS [Superseded] | Sends a basic text SMS (cost 5p per message). Note that the 'Send an SMS using a template' workflow action is far more powerful. |