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Workflow Triggers: Note Changed

Discover how the Note Changed workflow trigger in Stack can streamline your processes by automating actions whenever a note in a contact record is modified. This guide covers what the trigger does, its benefits, how to set it up, and practical examples of its use.

What is the Note Changed Workflow Trigger?​

The Note Changed workflow trigger activates whenever a note in a contact record is updated. This feature is essential for keeping your contact information synchronized and automating workflows based on note changes. By using filters like Has Tag or Doesn’t Have Tag, you can precisely target specific contacts, enhancing your workflow efficiency.

Key Benefits of Using This Trigger​

  • Real-Time Synchronization: Automatically updates your system with changes in contact notes.
  • Automated Follow-Ups: Initiates workflows to respond to note changes, such as updating statuses or assigning tasks.
  • Enhanced Data Management: Organizes contact records by automating responses to note updates.
  • Filter-Based Precision: Targets specific contacts based on tags, ensuring appropriate actions are taken.
  • Increased Productivity: Reduces manual work by automating routine actions triggered by note modifications.

Configuring the Trigger: A Step-by-Step Process​

  1. Navigate to Workflow Triggers

    • Access the automation or workflow settings in Stack.

  2. Select the Trigger

    • Choose the Note Changed trigger from the Contact section.

  3. Name Your Trigger

    • Provide a descriptive name for easy identification.

  4. Set Filters

    • Define conditions to refine when the workflow trigger activates.
    • Has Tag: Trigger the workflow only when the contact has a specified tag.
    • Doesn’t Have Tag: Trigger the workflow only when the contact lacks a specified tag.

  5. Save the Trigger

    • Ensure your configuration is saved and linked to the appropriate workflow actions.

  6. Test and Publish

    • Test the trigger with sample data, then enable the Publish toggle to activate the workflow.

Use Cases​

Customer Support Task Assignment​

  • Scenario: A support agent updates a note with details of an ongoing issue. The workflow should assign a task to the relevant specialist.
  • Trigger Setup:
    • Trigger: Note Changed.
    • Filter: Has Tag: “High Priority.”
    • Outcome: The task is assigned to a senior support specialist, who is notified immediately.

Membership Renewal Reminders​

  • Scenario: A note is updated to indicate that a member’s renewal date is approaching. This change should trigger a reminder email.
  • Trigger Setup:
    • Trigger: Note Changed.
    • Filter: Has Tag: “Member.”
    • Outcome: A personalized renewal reminder email is sent to the member.

Frequently Asked Questions​

Can the trigger handle multiple note changes in quick succession?

Yes, the trigger activates each time a note is updated. To prevent overlapping workflows, consider adding conditions or cooldown periods in the workflow actions.

How does the filter “Has Tag” affect the workflow?

The Has Tag filter ensures the workflow activates only for contacts with a specified tag, allowing for precise targeting and reducing unnecessary executions.

Can I combine this trigger with other triggers in the same workflow?

Absolutely! The Note Changed trigger can be combined with others, like Tag Added or Task Completed, to create more complex workflows.

What happens if a note is deleted instead of updated?

This trigger activates only when a note is changed or updated. Deleting a note will not trigger the workflow.

Is it possible to track changes made to specific types of notes?

Currently, the trigger applies to all note changes in a contact record. Use filters like Has Tag or Doesn’t Have Tag to refine the workflow’s scope based on contact type.