Workflows

A workflow watches for something happening in your partner program and does something about it. A partner reaches Gold tier and gets tagged. A deal is marked Won and a task lands on your account manager. A partner passes a certification and their tier updates on its own.

Every workflow is the same three parts: a trigger (what starts it), optional conditions (whether it should continue), and one or more actions (what happens).

Where to find it: Click Workflows in the main navigation.

Who can use this: Admins only. Workflows does not appear in the navigation for other roles.

Create a workflow

Click New workflow. An empty workflow is created immediately and the builder opens, so there is no naming step to get through first. Give it a name and description in the builder as you go.

If the AI module is on, Build with Buzz will draft the workflow for you from a plain description of what you want to happen.

New workflows start Paused. Nothing runs until you activate it.

Step 1: Choose a trigger

There are three trigger types.

When a record changes

Fires when a record is created, updated or deleted.

Record types: Partnership, Lead, Deal, Project, and Certification if you have the LMS module.

On an updated trigger, use Only when these fields change to narrow it. A partnership rule watching every update will fire on every edit anyone makes; one watching only Tier fires when the tier moves. Add no fields and it watches everything.

Certification triggers

Choosing Certification as the record type swaps the event list for learner outcomes:

Starts the certification
Passes the certification
Fails the certification

Then pick which certifications should fire it. Add none and it matches any certification; add one or more and only those count.

The important detail: a certification trigger resolves to the learner's partnership, so the actions act on the partner, not on the certification. That is what makes rules like "when a partner passes Advanced Product Training, tag them Certified and move them to Gold" possible.

Requires the LMS module. Without it, Certification is not offered as a record type.

When a stage changes

Fires when a record enters a stage, exits a stage, or either.

Record types: Partnership, Deal and Project.

Partnerships and deals target a specific stage from your Stages settings. Projects work differently: every board has its own stages, so a project trigger targets the shared lifecycle phase a card moves into (Backlog, Planned, In progress, In review, On hold, Completed, Cancelled) rather than one board's stage.

On a schedule

Runs on a cadence rather than in response to an event, sweeping over your partnerships. Partnerships is the only record type available for scheduled workflows.

Every N minutes, minimum 30.
On a CRON schedule, for example 0 9 * * 1 for Mondays at 09:00. CRON is evaluated in UTC.
Once, at a set time.

Scheduled workflows are how tier reviews work: run weekly, check each partner against a revenue goal, promote the ones who qualify.

Partner types

Scope the workflow to referral, reseller or distributor partners. A rule that should only apply to your resellers will otherwise fire for everyone.

Step 2: Add conditions

Conditions decide whether the workflow carries on after the trigger fires. They are optional: a workflow with no conditions always proceeds.

Five kinds of step are available:

Condition: a field on the record, such as stage, tier, category or platform status, compared with is or is not.
Tag: whether the partner has any, all, exactly, or none of a set of tags.
Contact field: a custom field on the partner's contacts.
Contact tag: a tag on the partner's contacts.
Goal: a measured threshold, described below.

Each condition step is set to Match ALL or Match ANY of the rules inside it.

Conditions are available for Partnership, Lead, Deal and Certification triggers. A Project trigger has no condition step.

Goals and targets

A goal condition tests a number rather than a field. Available metrics:

Lead count
Won deal count
Revenue won
Open pipeline
New pipeline
Certifications started
Certification completions

Set a comparison (at least, more than, exactly, at most, less than), a threshold, and a time window: a rolling window (last N days, weeks, months, quarters or years), a calendar period (this month, last month, this quarter, last quarter, YTD, this year), or all time.

"Partners who won at least £200,000 this quarter" is a goal condition on a scheduled workflow.

Step 3: Add actions

Actions are what the workflow does. Which ones are offered depends on the record type, because not every action makes sense on every record.

Add tag: add tags, or replace the record's tags with a set.
Assign users: add or replace assigned team members.
Update field: change a value on the record.
Create task: raise a task against the record.
Create note: log a note on the record.
Send email: send a marketing email to the partner.

What each record type supports

Partnership and Certification: all six actions. Update field can set status, stage, tier, category, visibility, partner manager, platform status, notes or a custom field.
Lead: all six actions. Update field can set status or a custom field.
Deal: everything except Assign users. Update field can set stage or a custom field.
Project: Create task only.

The action palette is greyed out until you have picked a record type on the trigger, because the palette is built from it.

Step 4: Activate, then watch it

Switch the workflow to Active when you are happy with it.

Open Runs in the builder to see the execution history: when it fired, what triggered it, which steps passed, which conditions were not met, and anything that failed. Each run shows its status (Completed, Partial, Failed, Skipped, Cancelled) and how long it took.

Certification runs also show the learner outcome and score, so you can see exactly why a rule did or did not proceed.

Managing workflows

The Workflows list shows each workflow's record type, trigger type, partner types, status, last run and run count. From there you can:

Filter by All, Active or Paused, and search by name.
Toggle a workflow between Active and Paused.
Duplicate a workflow, which is the easy way to build the same rule for a different partner type.
Archive a workflow, which deactivates it and removes it from your list. This cannot be undone.

Troubleshooting

The workflow has never run

Check it is Active, not Paused. Then check the partner types on the trigger: a workflow scoped to resellers will not fire for a referral partner.

It runs far too often

An updated trigger with no field filter fires on every edit to that record. Add the specific fields you care about under Only when these fields change.

The run history says "Condition not met"

That is the workflow working as designed. Open the run and look at the condition step to see which rule failed, then check whether you meant Match ALL or Match ANY.

Certification is not offered as a record type

Certification triggers need the LMS module. Contact Journeybee support to have it enabled.

I cannot add an action

Pick the trigger record type first. Also check the list above: a deal trigger has no Assign users action, and a project trigger only offers Create task.

My scheduled workflow runs at the wrong time

CRON expressions are evaluated in UTC, not your local time zone. Offset the hour yourself if you need a local time.

Good to know

Build it Paused, check the shape, then activate. An over-broad rule that has already tagged 400 partners is tedious to undo.
Scheduled workflows have a 30 minute minimum interval.
A certification workflow acts on the partner, so it composes well with tiers: pass the training, get the tier, unlock the portal rooms gated on that tier.
Duplicate rather than rebuild when you want the same logic for another partner type.

Stages: the partner and deal stages your triggers target.
Tags: the tags your conditions and actions use.
Building Certifications: the certifications a learner outcome trigger fires on.
Marketing Email Templates: the templates the Send email action uses.