Here is a detailed guide on how to build a workflow in Sense:
- Navigate to the Workflows Tab: In your Sense platform, navigate to Automation and click on the Workflows tab. This will take you to the Workflows dashboard.
- Create a New Workflow: On the Workflows dashboard, click the + Create Workflow button.
- Name Your Workflow and Select the Focus Entity: A pop-up window will appear asking you to name your workflow and select the Focus Entity. The Focus Entity is the primary type of record that this workflow will act upon (e.g., Candidate, Job Order). Choose the relevant entity from the dropdown list and give your workflow a descriptive name.
- Add an Audience List: After naming your workflow and selecting the focus entity, you will be prompted to add a List to define the audience for your workflow. This list contains the specific records (based on your chosen entity) that will enter the workflow.
- Configure the Trigger Node: The Trigger Node is the starting point of your workflow. It defines the conditions that must be met for a record from your audience list to enter the workflow.
- By default, the trigger is set to "When a new member is added to the workflow". This means any new record added to the selected audience list will automatically enter the workflow.
- You can add more specific triggers based on Field Value Conditions. To do this, click + Add Field Change event.
- Select the field you want to monitor for changes.
- Configure the Having Value and Changed To conditions. For example, you can trigger the workflow when a candidate's status changes from any value to Interview.
- Add Nodes: To add a new step or action to your workflow, click on the "+" icon that appears between nodes or after the Trigger Node/last node. This will open an "Add a node" side panel.
- Select the Type of Node: In the "Add a node" panel, you will see different categories of nodes:
- Basic Communications: For sending messages.
- Advanced Automations: For more complex automated tasks.
- Actions: For updating information or adding notes.
- Conditions: For creating branching logic in your workflow. Click on the category and then select the specific type of node you want to add (e.g., Email, SMS, Path, Update Info).
- Configure the Node Details: Once you add a node, a configuration panel will appear (either as a side panel or directly on the canvas) where you can define the details and settings for that node. The available settings will vary depending on the type of node you selected. For example, for an Email Node, you will configure the sender, recipient, subject, and email body.
- Connect Nodes: After configuring a node, it will be connected to the previous node (or the trigger if it's the first node) by a line, indicating the flow of the workflow. You can drag and drop nodes on the canvas to rearrange the workflow visually. For logical nodes like Paths and Splits, you will define the conditions for each outgoing branch.
- Configure Scheduling (if applicable): Scheduling options are primarily available for the first node in a workflow path. To schedule a node, click on the scheduling icon (usually a clock) within the node. You can configure when this node's action should occur using options like Trigger Now, Static Date, or Date Field with an offset. Note that scheduling for subsequent nodes is typically dependent on the completion of the previous node.
- Set Frequency Limits and Blackout Settings (Optional): You can configure workflow-level frequency limits and blackout settings by clicking on the Settings icon at the top of the workflow canvas and selecting "Frequency Limit & Blackout". These settings help control how often recipients receive communications and prevent sending messages during specified blackout periods.
- Activate the Workflow: Once you have built and configured your workflow, click the Activate button at the top right of the canvas to make it live. The workflow will then start processing records from your audience list based on the defined triggers and node configurations.