Workflows & records
Workflows
Section titled “Workflows”A workflow is an automated business process. It brings together everything needed to run that process:
- Steps — what happens, in what order (actions, decisions, and waits).
- Fields & forms — the information the process collects (forms & triggers).
- Triggers — how a run starts.
- Dashboards & views — how you monitor and manage it (dashboards & views).
Records
Section titled “Records”A record is a single item moving through a workflow — one complaint, one job, one application, one order.
- Every time a workflow starts, it creates (or updates) a record.
- The record carries the data collected on the form plus anything the workflow produces along the way (task outcomes, approval decisions, statuses, generated payment links, and so on).
- Each record gets a friendly reference number you can use in emails and messages to customers.
Think of the workflow as the template for the process, and each record as one trip through it.
A run, step by step
Section titled “A run, step by step”- A run is triggered (a form submission, a manual start, a schedule, or an incoming webhook).
- A record is created to represent it.
- The workflow moves through its steps — creating tasks, requesting approvals, sending messages, branching on decisions, and updating the record’s status as it goes.
- When it reaches a terminal step, the record ends in a final status (e.g. Completed, Approved, Declined).
Statuses
Section titled “Statuses”Most workflows track a status on the record (for example Open → In Progress → Resolved). Statuses power your dashboards and table views, and let customers and staff see where something is at a glance.