Workflows Glossary

Swimlane

A swimlane is an element in a workflow that marks the entry point for records. It organizes the sequence of activities that occur within a workflow. All activities within a swimlane are executed sequentially, one after another. Importantly, each workflow can have only one swimlane, ensuring a clear, linear progression of tasks.

Trigger

A trigger is a component at the start of the swimlane. It determines when and how records move forward within the workflow based on specific conditions.

The workflow is triggered by specific entity values, such as when a user’s location is updated. The workflow then adapts the messaging to reflect the user’s new location, ensuring relevance.

In Workflows, the Trigger activates when a new member is added. Then, click Select a Field and add the required field(s).

There are three primary types of triggers: 

• Default Rule: When a new member is added to the list, they automatically qualify for the trigger and move to the next node in the swimlane. After the interview, follow up with the candidate to maintain engagement.
  For example:
  Scenario: A marketing automation workflow is set to welcome new subscribers.
  Trigger: As soon as a user subscribes to a newsletter (i.e., a new member is added to the list), they qualify for the trigger, and a welcome email is automatically sent.
  
  
• Value Changes: This triggers only when a record’s values are altered. You can set up multiple conditions linked by "And."
  For example:
  Scenario: In a recruitment workflow, when a candidate’s status changes to “interview”, the system needs to take action.
  Trigger: The trigger condition is set to detect when the candidate’s status changes from any previous state to “interview”. Once this change occurs, the workflow moves the candidate record to the next node, perhaps scheduling the interview and sending a confirmation email.
  
  
• Entity Values: You can add entity values, such as string, date, email, phone, or other supported data types. A trigger can be used only once in a workflow. For example, after an interview, if the status changes to "interview," the trigger is satisfied, allowing you to reach out and keep the candidate engaged.
  For example:
  Scenario: In a personalized marketing campaign, content must be tailored based on user attributes such as location or purchase history.

Node

Nodes are the building blocks of a workflow within the Canvas. Each node represents a task or a set of tasks that need to be performed. 

Nodes can be single-task or multi-task elements and are categorized into types such as:

• Basic Communication Nodes
  • Email
  • SMS
    
• Advanced Automation Nodes
  • Chatbot (Email)
  • Chatbot (SMS)
    
• Actions
  • Update Record
    
• Conditions
  • Paths
  • Splits
  • Wait
    

• Nodes Coming Soon

Add a Node

Adding a node to the Canvas is straightforward. While within a swimlane, users can click the '+' option to add a new node into the workflow, expanding its functionality.

Previous Node Context

The previous node context is a powerful feature that allows information and context from one node to be passed on to subsequent nodes. This enables dynamic and responsive workflows where subsequent actions can be influenced by the outcomes or data from earlier steps.

Use Case: Reminders Based on User Interaction

• Scenario: Users receive an email about an upcoming event. If the email is not opened within 7 days, a reminder email needs to be sent.

Implementation: The previous node context captures whether the initial email was opened. If it wasn’t, the workflow triggers a new email node to send a reminder.