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, Room, 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. The field list also offers the record's own custom fields.
An update that changes no real field — only bookkeeping such as the record's last-updated timestamp — does not fire an updated trigger.
A change limited to a partner's per-partner settings — deal expiration, the partner-edit permissions, the visibility limit or auto-create users — never fires a Partnership updated trigger.
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.
Room goal triggers
Choosing Room as the record type offers three block events — Goal Completed, covered here, Goal date reached, covered further down, and Form Submitted, covered next. There is no created, updated or deleted event for rooms.
A Goal Completed trigger fires when a partner ticks off a goal in a Goals block in one of your portal rooms.
Three optional pickers narrow the scope. Leave any of them unset to match anything:
Room: a specific live portal room, or Any room.
Goals block: a specific Goals block, or Any goals block.
Goals: tick up to 50 goals inside the chosen block to fire only for those, or leave all unticked to match any goal. This picker only appears once a block is chosen.
Then choose when it should Fire: Each time a goal is completed, or Only when all the selected goals are complete. With the second option the workflow runs once, when every ticked goal is done — or every goal in the block when none are ticked. A goal deleted from the block later is ignored.
Like a certification trigger, a room goal trigger resolves to the partner's partnership, so conditions and actions act on the partner. Contact field and contact tag conditions check the partner contact who ticked the goal — if it was ticked by one of your own team in the app, there is no contact and those conditions fail. That is how an onboarding checklist can unlock the next room: fire when all goals are complete, then use Update field to move the partner to a new stage or tier, or Add tag to tag them, and gate the next room on that stage, tier or tag. See Custom Portal Rooms for the Goals block itself.
Only live rooms that are not archived appear in the Room picker, and the trigger only fires when a goal moves from not done to done. Unticking a goal does nothing.
Room form triggers
With Room as the record type and Form Submitted as the event, the workflow fires when a partner contact submits a Form block in one of your portal rooms. Two optional pickers narrow the scope — leave either unset to match anything:
Room: a specific live portal room, or Any room.
Form block: a specific Form block, or Any form block. With no room chosen, each option is listed as room name and block title together.
Like a room goal trigger, a form trigger resolves to the partner's partnership, so conditions and actions act on the partner, and contact field and contact tag conditions check the contact who submitted. That makes follow-ups such as "when the partner-screening form is submitted, create a task for the partner's owner and tag the partner" possible. See Custom Portal Rooms for the Form block itself.
Room goal date triggers
With Room as the record type and Goal date reached as the event, the workflow fires when a date on a Goals block arrives — once for each partner who can see the room. It is how you chase goals that are coming up or already overdue: create a task two days before the target date, or nudge a partner a week after the start date passed.
Set four things:
Room and Goals block: the block whose date counts. Both are required.
Count from: the block's Start date or Target date.
When: On the day, Days before or Days after.
Number of days: how far before or after, up to 365. Not needed for On the day.
The workflow runs at 00:00 UTC on the day it should fire — "two days before the target date" fires in the small hours. When the block's date is relative to the partner (for example "7 days after the partnership was created"), each partner fires on their own day, and a date that falls on the day the partnership was created fires within a few minutes of the partner being created.
A date counted from Partner enabled uses the first time the partner was enabled — disabling and re-enabling them does not move it — and it never fires for a partner who has never been enabled.
Only dates that arrive after the workflow goes live fire it — activating never fires for dates already past. The same applies if you later change the room, goals block, date or offset: those edits re-arm the trigger from that point, while edits to the name, description, conditions or actions leave the due fires untouched.
A goal date run has no contact attached to it, so contact field and contact tag conditions cannot be used on this trigger — activating with one is refused. The builder also warns when the settings can never fire: when the block has no start or target date set, or when a "days before" offset lands before the day the date counts from.
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, and the sweep only covers the partner types selected on the trigger.
Every N minutes, minimum 30.
On a CRON schedule, for example
0 9 * * 1for 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.
These kinds of step are available:
Condition: a field on the record — for example stage, tier, category or partner status, lead status on a lead, deal value on a deal, or one of its own custom fields. Every field offers is and is not; text fields add contains and does not contain; number fields add is greater than and is less than; and fields that can be blank also offer is empty and is not empty.
Tag: whether the record has any, all or none of a set of tags. Only tags for that record type are offered.
Contact field: a field on the partner's contacts — Position, Email or Primary contact, or a contact custom field.
Contact tag: a tag on the partner's contacts.
Has a contact: whether the partner has at least one active contact that matches — optionally carrying one of a set of contact tags you tick, and optionally matching a position rule (Any position, Position is or Position contains, ignoring capitalisation).
Task lookup: whether the record has a task in a given status, described below.
Goal: a measured threshold, described below.
Goal status: whether the partner has completed goals in a Goals block. Pick the block, optionally tick the goals it should check (leave all unticked to check every goal), choose All of them or Any of them, and whether they are Complete or Not complete. Like a goal condition, it is only offered when the workflow runs on a partnership.
Each condition step is set to Match ALL or Match ANY of the rules inside it.
Conditions are available for Partnership, Lead, Deal, Room and Certification triggers. A Project trigger has no condition step.
Some conditions need a particular run to evaluate. Contact field and Contact tag check the one contact the run is about, so they are offered on Certification and Room triggers only — except the Goal date reached trigger, whose runs have no contact at all: a goal date workflow with one cannot be activated. When a run has no contact — for example a goal ticked by one of your own team in the app — these conditions fail and the workflow stops. Has a contact checks the whole partnership, so it is offered wherever the workflow runs on one — Partnership, Room and Certification triggers, scheduled workflows, and a task trigger sitting under a partnership.
Goals and targets
A goal condition tests a number rather than a field. It is only offered when the workflow runs on a partnership — that includes certification and room goal triggers, which both resolve to the partner's partnership. 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.
Task lookup
A task lookup condition checks the tasks already sitting on the record the workflow is running on, so you can hold a workflow back until a piece of work is finished, or chase work that has not been done.
Set three things:
Task match: Has a task with or Has no task with.
Task title match: Any title looks at every task on the record, while Title equals and Title contains ask for a Task title to compare against. Neither is case sensitive.
Task status: To do, In progress, In review or Done.
"Has a task with title containing Kick-off, status Done" is a task lookup.
Task lookup is offered when the workflow's record is a Partnership, Lead or Deal. It looks only at tasks on that record, and archived tasks are ignored. Has no task with also passes when no task matches the title at all, so a record that never had the task counts as not having it.
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. Only tags for that record type are offered.
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.
Create deal: create a deal on the lead that fired the trigger. Lead triggers only.
What each record type supports
Partnership, Room and Certification: all six actions. Update field can set stage, tier, category, partner status or a custom field.
Lead: all six actions, plus Create deal. Update field can set status or a custom field.
Deal: everything except Assign users and Create deal. Update field can set stage or a custom field.
Project: Create task only.
For Update field, the custom fields offered are the record's own — a lead workflow lists your lead fields, a deal workflow your deal fields — limited to the partner types selected on the trigger, and badged with the partner type they belong to when more than one is in scope. Multi select fields are not offered, because a step can only set one value. Leaving a custom field's value empty clears it.
The action palette is greyed out until you have picked a record type on the trigger, because the palette is built from it.
Create deal
Available on Lead triggers only. The step creates a deal for the lead that fired the workflow, exactly as adding a deal by hand does: the name, value and products come from the lead, the currency from the lead's quote (or your company's currency when there is no quote), and commissions and payments are set up from your schemes. The lead's status is not changed.
On the step you can set:
Stage: the pipeline stage the deal starts in, picked per partner type. Referral deals have their own pipeline; reseller and distributor deals share the reseller one. Leave it empty to use the first stage, as when you add a deal yourself.
Tags: deal tags added to every deal the step creates.
Expires in: how many days the deal lasts before it expires, up to 3,650. Leave empty to use the partner's default.
Deal fields: fixed values for your deal custom fields — every deal the step creates gets them. A field marked * is required: the workflow cannot go live until it has a value.
Skip if the lead already has a deal: on by default, so a lead that already has a deal keeps it and the step does nothing.
Running the step again never creates a second deal — a retried or repeated run returns the deal it already made. When the step cannot create the deal — the lead has no partner, or the chosen stage has been deleted — the run shows it as failed with the reason. A workflow cannot go live while a required deal field has no value or a picked stage no longer exists; the message tells you what is missing.
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.
A Goal date reached run also shows the room and goals block it counted from, the goal date with its offset (for example "Target date + 3 days") and the day it fired — or a deleted label if the room or block no longer exists.
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. Activating runs the same checks as going live in the builder — if the workflow cannot go live yet, a message tells you why.
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, Create deal only works on lead triggers, 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.
An Update field step failed on a partner
A step that sets a partner's stage, tier or category only succeeds when that value still exists and belongs to the partner's own type — a referral stage cannot be set on a reseller partner, and a value that has been deleted fails the step rather than being skipped silently. A custom field works the same way: a field created for one partner type cannot be written on a record of another type, so on a workflow covering several partner types the step fails on the records the field does not apply to. Open the run to see which step failed.
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 workflow's own actions never re-trigger it, and workflows that set each other off stop after three chained runs.
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.
A room goal workflow acts on the partner too. Pair it with Prevent uncompleting goals on the Goals block so a partner cannot untick a goal after the workflow has moved them on.
Duplicate rather than rebuild when you want the same logic for another partner type.
Saving a partner's stage, tier or category with the value it already has does not count as a change — nothing is written, so no workflow trigger fires on it.
Related articles
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.
Custom Portal Rooms: the Goals block a room goal trigger fires on.
Marketing Email Templates: the templates the Send email action uses.