Set up a workflow

You can create workflows to define a series of steps for your jobs, ensuring consistency and guiding your team.

Create a new workflow

Note: Creating new workflows is restricted to administrators with the Workflows feature enabled.

1. Click Workflows in the sidebar under "Operations".
2. Click Create new workflow. You can choose to start from a blank template or select from existing client and operator templates to streamline your setup.
3. Enter a Workflow Name at the top of the page.

When editing a workflow template, you can see other users who are currently viewing the same template. Their live presence avatars will appear, allowing you to see who else is working on or reviewing the workflow.

4. The workflow starts as an empty canvas. Add your first step by clicking the + button or dragging a step type from the Step Settings Panel on the right. Step types like 'Choice' and 'Group' are now displayed using an OptionCard design with custom icons for better visual identification.
   • Enter a Step Name.
   • Toggle Required if the step must be completed.
   • Toggle Auto Complete to automatically complete the step when active.
   • New actor types, 'Client' and 'Operator', are now available for workflow steps and are always created when a workflow is generated. You can customize the default names for these actors. You can select an Assignee from Operator, Client, Order Creator, or Installer. If a client's name is not provided, a generic 'Client' label will be displayed in workflow actor lists. Dispatch organizations can now be filtered by contractor tags when configuring actor selection for workflow steps. If you are using custom workflow actors, note that they cannot be of type 'Owner' or 'Client', and their slugs must be unique and cannot be 'owner' or 'client'. Only one owner actor and one client actor can be assigned per workflow template.
   • Check Visibility for roles that can view the step (e.g., Operator, Client, Installer).
   • OfferPay and OfferPayout steps can now automatically skip if the payment or payout is already settled.
   • A new Dispatching step type is available for routing orders to installers.
   • Workflow notifications now correctly display the actor's name.
   • Offer prices within workflow steps are hidden for users with the 'Limited' role.
   • On the workflow timeline and step pages, the active, upcoming, and pre-completed steps now have updated visual appearances with distinct colors for improved visibility.
   • The rating step is hidden for organizations that do not create orders.
5. Add a detailed description or instructions for the step in the central content area. You can now also create custom fields directly from the editor's variable picker. Custom fields used as task context variables within workflow templates now support multiple values. Falsy scalar custom field values (e.g., null, 0, false, or an empty string) are now resolved to their actual value in template contexts, rather than being converted to an empty array. This ensures more accurate conditional logic and data handling within your workflow templates. Additionally, variables that are unavailable or missing in the current context are now visually indicated in the editor, and hovering over them will display a tooltip with more information.
6. Click Save draft to save your changes or Publish to make the workflow live. Unsaved draft changes are automatically saved before publishing. Workflow drafts no longer fail due to orphaned step dependencies, ensuring a smoother drafting process. You can also discard a draft version from the workflow template's history. To do this, navigate to the workflow template, open its history, and select the draft you wish to discard. Confirm the action to remove the draft from the history. The history view now also displays publisher information and order counts for each version, and you can filter versions to easily find specific changes.

Related articles

• Add steps to a workflow
• Configure booking workflow steps

Need help? Contact Installer.com support.