Orbit Workflows are what you’d use to set up actions that you want to happen automatically in your workspace. They’re great for streamlining small, but important processes that take up valuable time, like:
- adding tags to members to keep your workspace organized
- sending interesting community qualified leads to your sales team
- sending automated welcome messages
We’ll walk you through how workflows work so you can leverage them in your own workspace.
A workflow in Orbit is made up of two parts: a trigger, match criteria, and an action.
Match criteria: The filters that must be matched in order for the workflow to continue for a given member.
Action: What happens after a trigger occurs and the match criteria is met.
Types of Workflows
Currently, you can set up the following automated workflows in your workspace:
- Add a member tag
- Add member to a list
- Send member to a webhook
- Send a Twitter DM
- Create a contact in Hubspot
- Create a lead in Salesforce
- Add an activity to a member profile
- Edit member fields
- Remove a member tag
- Export a members CSV
Setting up a new Workflow
You can find Workflows on the left hand bar of workspace. on the Settings page of your Orbit workspace.
0) Choose your action
To get started creating a new Workflow, first choose the action you want to occur.
1) Define the criteria that must be matched for the workflow to continue
Select the criteria that must be matched in order for your action to occur. You can match using any filter that you have access to on the members table.
For example, if you want to automatically add contacts to HubSpot, you might only want to proceed for members who don’t have a HubSpot linked profile yet and who are in Orbit Level.
When you select your match criteria, you can see how many members in your community currently match those filters, which gives you a good sense of how common this match criteria is in your community. We also show you a preview of one of these members so you can double check that the matched members make sense.
2) Define your Action
The action you selected in Step 0 will change the work you need to do in this step. Each action has a set of fields for you to fill out to customize it.
For example, if you want to auto-export a CSV, you can choose which columns you want to include. If you want to send leads to Salesforce, you can specify a description that is sent with your leads.
3) Run your Workflow
As soon as you click Run Workflow, your workflow will immediately be performed on all members that match your filter criteria. You currently cannot only run this on future matches.
After your first immediate run, your workflow will run once a day on all members that newly match your filter criteria. Anyone that matched in the past will not have be included in future workflow runs (so that people won’t receive the same action twice).
You can see all of your active and inactive workflows on the Workflows tab.
This view also shows you how many members the workflow has been run on so far, as well as the date of the most recent run.
If you’d like to check on past runs for a specific workflow, just click on the workflow, and you’ll be brought to a page that show all of the past runs for this workflow.
If you want to check out a specific run, click on that run to view its details.
The run details page lets you see who matched your filter criteria, if the action run was successful, and any relevant error messaging needed for debugging.
Enable/disable your workflow
To enable or disable your workflow, just click on it from the Workflows tab and toggle the on/off switch.
Delete your workflow
To delete a workflow, go to your workflow list. Click on the workflow you want to delete. Click the […] button next to the workflow name. Click Remove workflow.
If you want to take advantage of workflows right away, we have a few guides and playbooks to show you how to use them. Check them out below:
- Share community-qualified leads (CQL) with sales
- Automatically tag members in your workspace
- Celebrate milestones to increase member engagement
- Grow your community using Twitter
Where did the Automations feature go?
Workflows is replacing the beta Automations feature that was available before. The Workflows infrastructure is actually much more powerful and easier to add to than the Automations feature. Our vision is that Workflows will allow you to do much more than the old beta. Note: The automations limit based on your pricing plan will be now applied to workflows instead.
Learn more here:
How is Workflows different from automations?
1) You can create much more specific match criteria than in automations, which allows you to perform an automated workflow on a more customized audience than you could before. This means you can have more sophisticated auto-tagging, contact creation, etc.
Note: we currently only support time-based triggers, but we do plan on adding triggers based on activity/note/member creation in the future.
2) You have a different set of actions that you can automate. You can currently automate tagging, contact/lead creation, and csv exports. Expect more actions to come.
Where can I find my old automations?
If you had previously created an auto-tagging automation, we made sure to migrate it to the new Workflows tab.
If you had a previous auto-notification, this now lives under Settings → Slack Notifications.
If you had a previous auto-send to webhook, this now lives under Settings → Webhooks
How do I edit a workflow?
You currently cannot edit a workflow. For now, we suggest you turn it off and make a new one. Editing and deletion will be worked on soon.
Will my workflow run on everybody that matches my filter criteria, even if they’ve been part of a previous run?
No. When you set up a workflow, it will run on everyone that matches your workflow at most once. Anyone that has already matched your workflow in the past will not be included in future runs, even if don’t match and then match your filter criteria again in the future.
- Types of Workflows
- Setting up a new Workflow
- 0) Choose your action
- 1) Define the criteria that must be matched for the workflow to continue
- 2) Define your Action
- 3) Run your Workflow
- Monitor Workflows
- Enable/disable your workflow
- Delete your workflow
- Next Steps
- Where did the Automations feature go?
- How is Workflows different from automations?
- Where can I find my old automations?
- How do I edit a workflow?
- Will my workflow run on everybody that matches my filter criteria, even if they’ve been part of a previous run?