Getting Started with Workflows

Understand the basics and start building a workflow.

Table of Contents

Getting Started with Workflows

Workflows give your team complete control and flexibility to build out virtually any process you need, right inside of AffiliateBase. Let’s dive in to understand the basics and get you started on building your first workflow.

What are workflows?

Workflows are created in a visual workflow builder right inside of AffiliateBase. You can design powerful, intricate, and time-saving systems that can be iterated on demand.

Whether you’re looking to automate repetitive tasks, create a lead scoring system, or implement a comprehensive data integration system, workflows have you covered. From sales to marketing, to revenue operations, if you can think it, you can build it with workflows.

Components of a workflow

Understanding the components of a workflow will give you a clearer picture of how to create, run, and refine your processes:

  • Canvas: This is your primary workspace, where you’ll piece together the different blocks of your workflow.

  • Blocks: Think of these as individual actions or steps in your workflow. They can range from sending emails, updating attributes, to even more complex operations.

  • Paths: These are the connectors between blocks, dictating the flow and sequence of actions within your workflow.

  • Triggers: This defines when your workflow starts and what data will be passed into it. It could be an event, like a new record being created, or maybe a specific date and time.

  • Inputs: Information or data that is required for a block to run.

  • Variables: These are dynamic input values. For instance, the name of a new lead to use in subsequent steps. The value will be different for every run of the workflow.

  • Runs: Each execution of a workflow is called a ‘run’. This can help you track individual instances of a workflow.

  • Credits: Consider these as the fuel for your workflow. The complexity of a workflow determines the number of credits consumed per run. More intricate workflows will require more credits.

  • Templates: Pre-built flows you can utilize as starting points or inspiration.

  • Notes: Use notes to add more information about your workflow or link to documentation.

Building a workflow

To build a workflow you can either start from scratch or use a template. Here’s a step-by-step guide:

  1. Choose your starting point:

    • Begin with a blank canvas for full customization.
    • Or, use one of the available templates to get a head start.

  2. Navigating the canvas: Scroll with a trackpad or switch to Drag mode with H to move around the canvas.

  3. Choosing a trigger: Determine when your workflow should kick off and what data get passed to each run.

  4. Adding blocks: Hover over your trigger and click the + icon to add the next block to your canvas.

  5. Setting inputs: Define the data each block needs to execute correctly in the panel on the right-hand side.

  6. Using variables: Click the {x} icon to set dynamic values for your input. Use variables to add entities or values from previous blocks. These will change based on what data is passing through the workflow on that run.

  7. Deleting blocks: Simply select the unwanted block and hit backspace or click delete in the bottom right-hand corner.

  8. Reordering blocks: Select the paths you’d like to remove and hit backspace. Click and drag the blue connecting node to another block to create a new path.

  9. Publishing: Click Publish to take your workflow out of the draft stage and allow it to be run when the trigger condition is met.

  10. Pausing: Click the published toggle to pause a workflow and stop it running.

Important things to know

  • Giving a workflow list access: If you’d like your workflow to access a list you’ll need to make sure the workflow has access. You can do this in the List access permission settings.

  • Each workflow run will consume credits: Your workspace plan comes with a certain amount of credits, and more can be purchased if you run out.

Running a workflow

There are two ways to run a workflow:

  1. Automatically: Set up conditions that when met cause the workflow to run automatically, without any manual intervention. Often this is on the creation or update of a piece of data.

  2. Manually: Choose this when you need to execute a workflow on-demand. The Record command and Manual run triggers will let you do this.

Congratulations! You are now equipped with the foundational knowledge to harness the power of workflows. As you continue to explore and experiment, remember that workflows provides a canvas to bring your unique visions for growth and scalability to life. Happy building!

Advanced Topics

Workflow Optimization

Optimizing your workflows can help reduce credit consumption and improve performance.

Error Handling

Learn how to handle errors gracefully in your workflows.

Best Practices

Follow these best practices to create efficient and maintainable workflows.

FAQ

Why can’t I access a specific list in my workflow?

Make sure the workflow has been granted access to the list in the List access permission settings.

How many credits does a workflow consume?

The number of credits consumed depends on the complexity of the workflow. Simple workflows may consume 1-2 credits, while complex workflows can consume 10+ credits per run.