Workflows send automatic messages to specific members or teams. It's a great way to keep members in the loop with minimal effort. With Workflows, you can notify workplace members about requests, flag team members about requests, or remind people about events before and after they happen.

1. Workflow conditions
2. Message types
3. Recipients

Workflow conditions

Set up Workflows to message members when there's a status change in interactive content—or based on the start or end time.

Status change

When an interaction's created or updated you can use a workflow to contact the right people. You can also set up messages for status changes on interactive content.

Statuses is an interactive feature that helps you track a form's progress—you'll need to make sure your content is set up with the right Statuses enabled first. Once you're ready, you can set up a Workflow for each of these interactions to keep your team up to date:

• Created → Approved
• Created → Rejected
• Created → Cancelled
  

Before/after events

Workflows can send a message before the start or after the end of an interactive event. This is based on the Event Start and End time designated during the Info Step. 

For example, you might remind members they've registered for an upcoming event by selecting 30 minutes before the event starts.

Below is an example of a workflow set up to notify 30 minutes after the event has concluded. 

Message types

There are three ways to send messages with Workflows:

• Send a Notification sends an in-app message—people need Allow Notifications enabled on their device to see it.
  
• Send an Email sends a message to verified email addresses. 
  
  • Workflow notifications get sent out even if email notifications under account settings are turned off.
• Send an SMS message sends a text to the user's phone.
  
  
  
  

Multiple messages

You can send multiple messages in different formats to the same person or team simply by creating another Workflow.

For example, a confirmation of registration and payment might be sent to a user by email as a receipt, as well as a short in-app notification to their mobile device.  

Customizing messages

By default, users receive a standard system-generated message from Workflows detailing the interaction and status change.

By toggling the Custom text button, you can enter a custom message up to 128 characters. This is available for Notifications and SMS.

For emails, select Email Settings to customize the message. Subject, Intro, Body, and Outro text are configured by selecting the pencil icon next to them. Under Options, you can add a QR Code, Content Name, Date and Time, and Outro text. 

Recipients

The people who receive messages generated from Workflows are:

• A specific team: Select the team who is responsible for acting on the event.
  

• A specific user: Select the user who is responsible for acting on the event.
  

• The end user: The member who submitted the interaction. It is good practice to send confirmations whenever the status changes, or to confirm registration or payment. 
  

• Invited guests: When the Invite Guests feature is enabled, messages can be sent to the email addresses entered for each guest.