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Workflow Builder Walkthrough

Welcome to the Workflow Builder Walkthrough! This guide is here to help you navigate and master the Workflow Builder in Stack. Whether you're just starting or need a quick refresher, you'll find key features, best practices, and tips for success.

Table of Contents​

What Is This Workflow Builder Walkthrough?​

This article offers a comprehensive overview of the Workflow Builder, covering its layout, functionality, and best practices. For more specific topics like advanced triggers or detailed action configurations, check out our related articles:

Infinite Canvas Layout​

The Workflow Builder's Infinite Canvas provides an expansive view of your workflows. You can:

  • Use the Fit to Screen and Zoom In/Zoom Out buttons in the bottom-left corner to adjust your view.
  • Navigate your current position using the Minimap in the bottom-right corner.

Best Practices:

  • Organize complex workflows by grouping related actions and using clear naming conventions.
  • Keep workflows small enough to be visible on one screen to aid understanding and troubleshooting.

Adding New Triggers​

Triggers are the events that start your workflows. Here's how to add one:

  1. Click the Add New Trigger button.
  2. Select a trigger from the list (e.g., Contact Added, Appointment Booked).
  3. Configure the trigger with the necessary settings.

Important: All triggers will activate when their specific conditions are met. Ensure your setup aligns with your desired workflow initiation.

For a full list of triggers, visit A List of Workflow Triggers.

Adding New Actions​

Actions determine what happens after a trigger is activated. To add an action:

  1. Click the + button in the workflow line(s).
  2. Select an action from the list (e.g., Send Email, Assign to User).
  3. Configure the action as needed for your workflow.

Advanced Actions:

  • Drip Actions: Control the flow of contacts by slowing their progress through the workflow.
  • Conditional Actions: Evaluate conditions and guide contacts based on specific criteria.
  • Goal Actions: Allow contacts to skip ahead to a later point in the workflow, bypassing intermediate actions.

Tips: Always name actions meaningfully for clarity in Canvas view. This makes workflows easier to understand and manage.

Refer to A List of Workflow Actions for detailed information on all available actions.

Stats View​

The Stats View helps monitor communication performance down to the individual action:

  • Enable Stats View in the top-left corner.
  • View communication statistics directly in the builder.
  • Click on any stats data to access detailed reports.

If a communication action was in the workflow and then deleted, the stats will still be saved in the workflow. For tips on analyzing workflow performance, explore How to Analyze Workflow Campaigns.

Testing the Workflow​

To ensure your workflow functions correctly:

  1. Click the Test Workflow button in the top-right corner.
  2. Select a contact for testing.
  3. Click Run Test to execute the workflow.

Note: Testing with a contact isn't 100% perfect, especially if reused for multiple tests. Ideally, test the workflow by publishing it and using it live.

Troubleshooting: If tests fail, check your triggers and actions for incomplete configurations.

Saving the Workflow​

Always save your changes:

  • Click the Save button in the top-right corner whenever there are unsaved changes (indicated by a red dot).

If you encounter errors while saving, ensure all required fields in triggers and actions are completed.

Note: "Saved" and "Published" are not the same. A workflow can be saved or have unsaved changes and can be in draft or publish mode independently.

Version History​

Track changes made to your workflow:

  • Click the History icon in the top-right corner.
  • View previous versions.
  • Use the Back to Builder button to return to editing the workflow.

Draft/Publish Toggle​

Control the status of your workflows:

  • Toggle between Draft and Publish modes in the top-right corner.

Important: Contacts in waiting steps (e.g., Wait, Manual Call) will remain at their current step when resuming a draft workflow.

Best Practices for Workflows​

  • Avoid Loops: The Workflow Builder prevents visual loops, but non-visible loops can occur. Double-check your actions to avoid unintended looping behaviors.
  • Keep Workflows Small: Aim to fit workflows into one screen whenever possible. Divide complex functions into separate workflows for easier troubleshooting and management.
  • Meaningful Naming: Use clear and descriptive names for triggers and actions to improve clarity, especially in collaborative environments.

Frequently Asked Questions​

Q: What happens to contacts in my workflow if I set it to draft?

A: Contacts in waiting steps (e.g., Wait, Manual Call, Manual SMS) will remain in the same step when the workflow is resumed.

Q: How do goal events impact workflows?

A: Goal events can dynamically adjust contact progress based on interactions. For more, see Action - Goal Event.

Q: Can I add a contact to multiple workflows?

A: Yes, use the "Add to Workflow" action to include a contact in multiple workflows. Learn more Add To Workflow.

Q: How can I integrate external apps?

A: Use the "Webhook" action to send data to external platforms. Check out Actions - Webhook for details.

Further Reading​