Workflows

What a workflow does

A workflow is an automation that runs by itself after something happens with one of your widgets. It watches for an event, optionally checks a few conditions, and then carries out a list of actions you choose — like emailing the person, posting to Slack, or adding them to your mailing list. You never have to press anything; once a workflow is active, it runs every time its event fires.

Open Workflows from the dashboard to see everything you’ve built, with each one’s trigger, scope, number of steps, and whether it’s active. Click + New Workflow to start one. The builder walks you top to bottom through four labelled steps: name and status, When this happens…, Only if…, and Do this.

Pick a trigger (“When this happens…”)

The trigger is the event that starts the workflow. You can choose one of three:

• Form submission — someone submits one of your forms
• Booking created — someone books a time on one of your calendars
• Order paid — a customer completes a paid order

Narrow it down and add conditions

By default a trigger listens to every matching widget you own. In the When this happens… step you can narrow it to specific sites, and to specific forms, calendars, or products — leave a scope empty to mean “all”. A workflow only reacts to the widgets you’ve scoped it to.

The Only if… step is optional. Add one or more rules to filter which events actually run the actions — for example only when a field contains a certain word, is greater than a number, or exists. You can combine rules with AND (all must match) or OR (any can match). Available checks include equals, does not equal, contains, does not contain, exists, does not exist, greater than, less than, and their “or equal” variants. Leave this step empty and the workflow runs every time.

Choose your actions (“Do this”)

Actions run in order, top to bottom — drag the handle to reorder them, and add up to 25. These are the actions you can pick from:

• Send an email — a templated email to a form field or a fixed address
• Send a conditional email — like Send an email, but with {{#if}} sections that change the wording per submission
• Send a Slack message — post to a Slack channel
• Add to Mailchimp audience — subscribe the contact to an audience
• Add to HubSpot — create or update a HubSpot contact
• Tag a contact — apply tags to the contact in Mailchimp or HubSpot
• Call a webhook — POST the event to an external URL
• Do nothing (test step) — a placeholder that always succeeds, handy while testing

Insert field values with tokens

In email and Slack messages you can drop in values from the submission. Under each message box you’ll see a row of clickable field chips — click one to insert it at your cursor. It shows the field’s label (like {{Email}}), and Sorraia fills in the real value when the workflow runs. There’s also an always-available {{domain}} token for the site the widget is on.

Field chips appear once you’ve chosen a trigger form. When several forms are selected, a chip may note that a field is only “on N of M forms”, so you know it won’t always have a value. Values are handled safely at send time, so a submitted value can’t break your email’s formatting.

Test it, turn it on, and check runs

The last builder step, Test run, fires the workflow with sample data so you can confirm it does what you expect — save first, then run it. Note that a test really carries out the actions (it sends the email, posts to Slack, and so on) using the sample values, so use a safe test address while you’re trying things out. From any saved workflow you can open Runs to see its history and what each action did.

A workflow only runs while its Active toggle is on (“Run this workflow automatically”). You can pause and resume it anytime from the builder or the list. Workflows are a paid feature, and your plan sets how many can be active at once — only active workflows count toward that limit, so pausing one frees up room. If your plan doesn’t include workflows or you’ve hit the limit, you’ll see an “Upgrade needed” prompt. If a plan change ever removes access, affected workflows show “Paused — upgrade to resume” and switch back on automatically once you upgrade.