Skip to main content

Introduction to Workflows and Automations in Stack

Workflow automation in Stack streamlines repetitive tasks by setting up sequences of predefined actions triggered by specific events. This guide introduces you to the essentials of workflow automation, including its core components—triggers and actions—key benefits, and practical applications, providing a solid foundation for further exploration.

Table of Contents​

What is Workflow Automation?​

Workflow automation is the process of using technology to automatically perform repetitive tasks. By defining triggers (starting points) and actions (tasks), businesses can create efficient workflows that save time and reduce errors. For instance, instead of manually logging lead details and sending follow-up emails when a form is submitted, an automated workflow can:

  • Add the lead’s information to a CRM.
  • Assign it to a sales representative.
  • Send a personalized welcome email.

This ensures processes are executed efficiently and consistently, without manual intervention.

Key Benefits of Using Workflow Automation​

  • Increased Efficiency: Automate time-consuming tasks, freeing up your team for strategic priorities.
  • Improved Accuracy: Eliminate manual errors by automating routine activities.
  • Cost Savings: Save resources by reducing dependency on manual labor.
  • Enhanced Customer Experience: Respond faster to customer interactions with automated actions.
  • Scalability: Effortlessly handle higher workloads without additional resources.

Use Cases for Workflow Automation​

  • Lead Management: Automatically capture leads, update CRM records, and send welcome emails.
  • Appointment Scheduling: Confirm bookings and send reminders without manual input.
  • Customer Support: Assign tickets and notify team members based on customer queries.
  • Marketing Campaigns: Deliver personalized follow-ups triggered by user actions like link clicks or email opens.

Triggers and Actions: The Core of Workflow Automation​

At the heart of workflow automation are triggers and actions—two core elements that define how automation operates. Together, they form the foundation of any automated workflow.

Triggers: The Starting Point​

A trigger is an event that sets your workflow into motion. It’s the “if” in the automation equation, signifying that something has happened and action needs to follow. Examples of common triggers include:

  • A customer booking an appointment.
  • A form submission.
  • A contact replying to a message.

Triggers ensure that workflows respond to real-time events, allowing processes to begin exactly when they’re needed.

Actions: The Task Executors​

An action is the task performed in response to a trigger. It’s the “then” in the automation equation—what the workflow does once the trigger occurs. Examples of actions include:

  • Sending an email.
  • Updating contact details.
  • Assigning a lead to a team member.

Actions complete the workflow by performing the tasks required to move the process forward.

Explore Triggers and Actions in Depth: While this guide introduces the concept of triggers and actions, each trigger or action has unique settings and use cases. Explore individual articles dedicated to each trigger and action to better understand how to customize them for your workflows.

Steps for Setting Up a Workflow​

  1. Access Workflows: Navigate to the "Workflows" area within the "Automation" section of your CRM.
  2. Create a Workflow: Click "+ Create Workflow" to start a new workflow.
  3. Select a Recipe: Choose from existing templates or recipes to simplify the design and implementation of automation.
    • Choose a Recipe: Select a workflow recipe from a variety of options that suit your needs.
    • Select from Template: Use pre-made templates by clicking the "Select from Template" option to view the library.
    • Start from Scratch: Create your own workflow automation from scratch by adding multiple triggers and actions.
  4. Choose a Trigger: Identify the event that initiates the workflow (e.g., a customer booking an appointment).
  5. Add Actions: Specify the tasks to execute after the trigger (e.g., send a notification, update records).
  6. Save and Test: After adding triggers and actions, click the "Save" button. Test your workflow using the "Test Workflow" button before publishing.

Frequently Asked Questions​

Q: What is the difference between triggers and actions?
Triggers start the workflow (e.g., form submission), and actions are the resulting tasks (e.g., sending an email).

Q: Can workflows handle complex processes with multiple steps?
Yes, workflows can include multiple triggers and actions to streamline complex processes.

Q: Do I need technical expertise to create workflows?
No, Stack provides intuitive interfaces that allow anyone to set up workflows without coding.