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Getting Started with Workflows in Stack

Workflows in Stack are designed to streamline your repetitive tasks, allowing you to focus on more important aspects of your business. By setting up workflows, you can automate sequences of actions triggered by specific events, saving you time and reducing errors.

Table of Contents​

What are Workflows?​

Workflows are automated processes that help you manage repetitive tasks efficiently. By setting up a workflow, you define a series of actions that are automatically executed when a specific event, known as a Trigger, occurs. For example, when a client fills out a form, you can automate sending notifications to your team and a series of emails to the client.

Key Components:​

  • Triggers: Events that start the workflow.
  • Actions: Tasks executed once a trigger occurs.

Workflow Triggers​

Triggers are the starting point of any workflow. They define the event or condition that adds a contact to the workflow. For instance, a trigger could be set to add a contact when they book an appointment or make a payment.

Workflow Actions​

Actions are tasks that occur after a contact is added to a workflow. These can include sending emails, updating contact information, or any other task you want to automate. For example, after a form submission, you might send a confirmation email to the contact.

Tasks Worth Automating​

Automating repetitive tasks can greatly enhance efficiency and reduce errors. Here are some tasks you might consider automating in Stack:

  • Lead Nurturing Campaigns: Automate email sequences to engage leads at different stages.
  • Appointment Scheduling: Use automated systems to allow clients to book appointments directly.
  • Follow-Up Communications: Send automatic follow-ups after specific actions, like visiting a pricing page.
  • Customer Onboarding: Create sequences for new customers, including welcome emails and setup instructions.
  • Feedback Surveys: Automatically send surveys post-purchase to gather insights.
  • Lead Scoring and Segmentation: Automate scoring and categorization of leads for targeted marketing.
  • Data Entry and CRM Updates: Capture and update lead information automatically.
  • Event Registration and Follow-Ups: Automate registration and communication for events.
  • Abandoned Cart Recovery: Send reminders to customers about items left in their shopping carts.

Workflow Recipes: Pre-Built Templates​

Stack offers pre-built workflow templates, known as "Recipes," which you can configure and use to save time. These templates cover common use cases and are especially helpful for beginners. To use a recipe, create a new workflow and select "Recipes" when prompted.

How to Create a Workflow​

Creating a workflow in Stack involves three main steps:

Step 1: Choose a Trigger​

Triggers determine how contacts are added to your workflow. In the workflow builder, select "Add Trigger" to open the Workflow Trigger menu and choose your desired trigger. You can create multiple triggers in a single workflow to pull contacts from various sources.

Step 2: Add Trigger Filters (Optional)​

Filters refine your triggers by adding additional conditions. For example, you might want a trigger to activate only for incoming calls to a specific number. Adding filters ensures your workflow triggers under the exact circumstances you need.

Step 3: Add Workflow Actions​

Actions define what happens after a trigger is activated. You can send emails, update contact information, and more. Select "Add Action" to open the action menu and choose from a list of available actions.

Types of Advanced Workflows​

IF/Else Conditions​

Use IF/Else conditions to split workflow paths based on specific criteria. This allows you to customize the experience for different contacts based on their attributes or actions.

Chaining Multiple Workflows Together​

Sometimes, using multiple workflows is more efficient. For example, you might have separate workflows for each stage of your sales process. Ensure workflows interact correctly by updating opportunities and removing contacts from previous workflows as needed.

Webhooks​

Webhooks allow Stack to communicate with other platforms. They can be used to automate tasks across different systems, like syncing contacts from another CRM into Stack.

Troubleshooting​

If a workflow isn't functioning as expected, consider the following troubleshooting tips:

  • Test with a Fresh Contact: Repeated tests with the same contact can produce unexpected results. Try using a new contact for testing.
  • Test with a Live Contact: The "Test Workflow" option has limitations. Use a real contact to trigger the workflow as a live customer would.
  • Check Your Filters: Ensure filters at both the trigger and action levels are set correctly to avoid unintended workflow activations.
  • Allow Reentry: If a contact isn't re-entering a workflow as expected, check if the "Allow Reentry" setting is enabled.

By following these guidelines, you can effectively automate and manage your tasks using Stack's workflows.