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Understanding Workflows

A workflow is a series of connected steps that run automatically. Think of it as a recipe for automation!

What is a Workflow?

Section titled “What is a Workflow?”

Just like a recipe has steps (“First, preheat the oven… Then, mix the ingredients…”), a workflow has nodes that execute in order.

📥 Step 1: Trigger

Something happens (like a form submission)

↓

⚙️ Step 2: Action

Do something (like send an email)

↓

💬 Step 3: Another Action

Do something else (like post to Slack)

The Three Building Blocks

Section titled “The Three Building Blocks”

Every workflow is made of three types of nodes:

1. Triggers (How It Starts)

Section titled “1. Triggers (How It Starts)”

Triggers are the “when” of your workflow.

Examples:

  • When someone submits a form
  • When it’s 9 AM every morning
  • When you click the “Run” button
  • When a webhook receives data
🎯
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Trigger Types - Visual representation of different trigger types

2. Actions (What It Does)

Section titled “2. Actions (What It Does)”

Actions are the “what” of your workflow.

Examples:

  • Send an email
  • Post a message to Slack
  • Make a request to an API
  • Transform data
⚡
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Action Types - Visual representation of different actions

3. Logic (How It Decides)

Section titled “3. Logic (How It Decides)”

Logic nodes help your workflow make decisions.

Examples:

  • If priority is “high” → send to Slack
  • Otherwise → send email
  • Wait 2 days before sending follow-up
🤔
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Logic Flow - Show branching workflow with conditions

How Workflows Execute

Section titled “How Workflows Execute”

When a workflow runs, it follows these steps:

1

Trigger Fires

Something happens that starts the workflow (form submission, scheduled time, etc.)

2

First Node Runs

The workflow starts with the first connected node and executes it

3

Moves to Next Node

Follows the connection to the next node and executes it

4

Continues Until Done

Keeps executing nodes in order until it reaches the end

▶️
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Workflow Execution - Show nodes lighting up as they execute

Types of Workflows

Section titled “Types of Workflows”

Linear Workflows

Section titled “Linear Workflows”

The simplest type - each step happens one after another.

[Trigger] → [Action 1] → [Action 2] → [Done]

Example: Form submitted → Send email → Done

Branching Workflows

Section titled “Branching Workflows”

The workflow splits based on conditions.

[Trigger] → [Check Priority]
              ├─ High → [Send Slack]
              └─ Low → [Send Email]

Example: If urgent, notify on Slack; otherwise, send email

🌳
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Branching Workflow - Show visual of workflow splitting into paths

Sequential Workflows

Section titled “Sequential Workflows”

Multiple actions in a specific order.

[Trigger] → [Email 1] → [Wait 2 days] → [Email 2]

Example: Welcome email, wait, then send tips email

Real-World Example

Section titled “Real-World Example”

Let’s see a complete workflow:

Scenario: Customer fills out contact form

🎯 Trigger: New Form Submission

Customer fills out contact form in Google Sheets

↓

✉️ Action: Send Thank You Email

Automatically email customer: "Thanks for reaching out!"

↓

💬 Action: Notify Team on Slack

Post to #sales channel: "New lead from [Name]"

↓

✅ Done!

Workflow completes successfully

💡 Without Automation: You'd need to manually check forms, send emails, and notify your team - taking 5-10 minutes each time.

✨ With CiraIQ: All of this happens automatically in seconds!

Best Practices

Section titled “Best Practices”
✅ Do: - Start simple and add complexity gradually - Give workflows descriptive names - Test workflows before activating them - Use manual triggers for testing
⚠️ Avoid: - Creating overly complex workflows - Forgetting to test before going live - Leaving inactive workflows cluttering your dashboard

Next Steps

Section titled “Next Steps”

Ready to build your own workflow?