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What are Workflows?

What are Workflows?

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What is a workflow?

A Workflow is a sequence of tasks that are carried out through automation on a specified sequence.

A workflow operates when a user performs an action in the app. The user action maybe creating a new submission, editing an already created submission or changing the status of the submission.

Workflow is pretty much a self explanatory term:

Work - A series of various tasks.

Flow -  Those tasks will be carried out in a specified sequence, one after the other.

Help Video

Workflow Triggers

1.   New Submission

Workflow is triggered and operates whenever a new submission is created.

2.   Edit Submission

Workflow is triggered to operate whenever an existing submission is edited.

3.   Review Submission

Workflow is triggered to operate whenever the status of an existing submission is reviewed or changed.

Basic Layout of Workflows

Start Button

Start button is the first step of the workflow. Clicking on the start button shows the Node Selection Box.

'Add Node' Button

After selecting a workflow node you can add another node below it and so on. To do so, bring your mouse over the already added node and ‘+’ icon appears. Click on the + icon to select a node from the node selection box to add another node.

Workflow Nodes

1.   Email - Check the Help Guide on how to use the Email node in your Clappia app

You can set up the Email node in your workflow such that any specific action in the app will automatically trigger custom email with the contents of submission to one or more email addresses.

Example: When a field employee collects the customer data and submits, then an email with the pdf of the submitted data is automatically sent to the manager.

2.   Slack - Check the Help Guide on how to use the Slack node in your Clappia app.

You can set up the Slack node in your workflow such that any specific action in the app will automatically trigger a custom message in the specified slack channel.

3.   REST API - Check the Help Guide on how to use the REST API node in your Clappia app. 

You can set up the REST API node in your workflow to send custom data from your submissions to a REST API gateway.

4.   Mobile Notification - Check the Help Guide on how to use the Mobile Notification node in your Clappia app.

You can set up the Mobile Notification node in your workflow such that any specific action in the app will automatically trigger a custom push notification to the mobile phone of the specified users.

5.   Wait - Check the Help Guide on how to use the Wait node in your Clappia app.

You can set up the Wait node in your workflow such that any specific action in the app will automatically trigger a specified waiting time before the next task is carried out.

Example: When a field employee collects the customer data and submits, the workflow waits for 10 minutes and sends an email with the pdf of the collected data.

6.   If - Check the Help Guide on how to use the If node in your Clappia app.

You can set up the If node in your workflow such that if the user performs action A then a specific action will be triggered or if the user performs action B then a different action will be triggered.

Example: If a field employee completes the assigned work then the field manager receives a notification that the work is completed or If the field employee has not completed the work then the manager receives a notification that the work is past the due date.

7.   Create Submission - Check the Help Guide on how to use the Create Submission node in your Clappia app.

You can set up the Create Submission node in your workflow such that any specific action in the app will automatically create a new submission in the same app or another app.

8.   Edit Submission - Check the Help Guide on how to use the Edit Submission node in your Clappia app.

You can set up the Edit Submission node in your workflow such that any specific action in the app will automatically create a new submission in the same app or another app.

9.   Repeat (Loop) - Check the Help Guide on how to use the Repeat (Loop) node in your Clappia app.

You can set up the Repeat node in your workflow such that any specific action in the app will automatically trigger an action until the repeat condition is true.

Example: An employee has to go to a specific site at a specified time and submit site details. If they fail to do that then an email or a notification keeps popping up at a specified time interval until the work is done.

10.   WhatsApp - Check the Help Guide on how to use the WhatsApp node in your Clappia app.

You can set up the WhatsApp node in your workflow such that any specific action in the app will automatically trigger a WhatsApp message to the specified user or a group of users.

Example: When a user submits a ticket, instantly a custom message is sent to the WhatsApp of the user.

(Check the WhatsApp Help Guide on the available templates and also submit your own template)

Workflows available on request:

1.   Write to Database - To know how to use the Write to Database node in your Clappia app, write to us at - contact@clappia.com
2.   SMS - To know how to use the SMS node in your Clappia app, write to us at - contact@clappia.com

NEXT STEP: How to add Workflows?