Workflows

Workflows allow you to automate actions based on events or conditions on your responses.

Concept

A workflow consists of:

1. Trigger: The event that starts the workflow
2. Conditions (optional): Filters to target specific responses
3. Actions: What happens when the workflow executes

Access Workflows

1. Open your campaign
2. Click on the Workflow tab
3. The visual editor displays

Visual Editor

Interface

The editor presents a canvas where you visually build:

• Nodes: Represent triggers, conditions and actions
• Connections: Links between nodes
• Side panel: Configuration of selected node

Navigation

• Zoom: Mouse wheel or +/- buttons
• Pan: Right-click + drag
• Selection: Click on a node
• Connection: Drag from one port to another

Triggers

New Response

Executes when a response is submitted.

Trigger: New response
→ Action: Send notification

Status Change

Executes when a response status changes.

Trigger: Status changes to "Validated"
→ Action: Generate PDF document

Step Completed

Executes when a specific step is finalized.

Trigger: "Information" step completed
→ Action: Send confirmation email

Scheduled

Executes at regular intervals.

Trigger: Every day at 9am
Condition: Responses pending for > 7 days
→ Action: Send reminder

Conditions

Simple Condition

Filter by field value:

IF [Amount] > 10000
THEN → Enterprise accounts action
ELSE → Standard action

Multiple Conditions

Combine with AND/OR:

IF [Type] = "Company"
AND [Revenue] > 100000
THEN → Premium action

Status Condition

IF [Status] = "Pending"
AND [Created] > 3 days ago
THEN → Automatic reminder

Available Actions

Notifications

Action	Description
Email	Send personalized email
In-app notification	Alert in admin interface
Webhook	Call external URL

Documents

Action	Description
Generate PDF	Create document from template
Electronic signature	Send for signature via Yousign

Management

Action	Description
Change status	Modify response status
Assign	Assign to team member
Add tag	Tag the response

Integrations

Action	Description
Webhook	POST to URL
Zapier	Trigger a Zap

Workflow Examples

2-Step Validation

[New response]
    ↓
[Send email to manager]
    ↓
[Wait for validation]
    ↓
[If validated] → [Generate contract] → [Send for signature]
[If rejected] → [Notify requester]

Automatic Reminder

[Every day at 9am]
    ↓
[Incomplete responses > 3 days]
    ↓
[Send reminder email]
    ↓
[Increment reminder counter]

Sales Process

[New response]
    ↓
[If amount > 50000]
    ↓ Yes
[Assign to Sales Management]
[Send priority alert]
    ↓ No
[Assign to regional sales rep]

Action Configuration

Personalized Email

1. Select the email template
2. Define the recipient:
   • Respondent's email
   • Fixed email
   • Response field
3. Customize subject and content with variables

Webhook

1. Enter the destination URL
2. Configure headers (authentication)
3. Define the JSON payload
4. Test with an existing response

History and Logs

Execution Tracking

For each response, view:

• Executed workflows
• Timestamp
• Result (success/failure)
• Error details

Debugging

In case of failure:

1. Check the error log
2. Verify conditions
3. Manually test the action
4. Fix and re-execute

Best Practices

1. Start Simple

• One workflow = one objective
• Avoid overly complex workflows
• Split into multiple workflows if necessary

2. Test Before Publishing

• Use the test environment
• Verify with different scenarios
• Simulate edge cases

3. Document Your Workflows

• Name each workflow clearly
• Add descriptions
• Maintain documentation

4. Monitor Executions

• Regularly check logs
• Configure alerts for failures
• Analyze performance

Limitations

• Maximum 20 workflows per campaign
• Maximum 50 nodes per workflow
• Minimum delay between executions: 1 minute

Next Steps

• Notifications - Email configuration
• Reminders - Automate reminders
• API & Webhooks - External integrations