Workflows

A workflow watches for one kind of event in your CRM and, when it fires, runs an ordered list of actions — move a contact to a stage, set a field, emit an engagement score, create an activity, and more. You build workflows at /workflows. Creating, editing, and toggling them on or off requires Reach Plus. On a Pro account the list is read-only and an upgrade card sits above it.

Creating a workflow

On the Workflows page, click New workflow. The dialog asks for a Name (required) and a Trigger. Submitting with an empty name returns "A workflow name is required." After creating, you land in the editor, where you set conditions and actions.

The trigger picker lists three live triggers and several that are marked (coming soon) and cannot be selected. The live triggers are:

• When a contact's lifecycle stage changes — fires whenever any contact moves to a new lifecycle stage.
• When a transaction is recorded — fires when a donation or payment is recorded against a contact.
• When an engagement score crosses a threshold — fires when a contact's engagement score crosses the condition you set (evaluated by the nightly engagement rollup).

If a coming-soon trigger reaches the server some other way, it is rejected with "Choose an available trigger to start with." The trigger is fixed at creation — the editor shows it but does not let you change it.

Setting a condition

The Condition card narrows when the workflow runs. Each row is a field, an operator, and a value. Add rows with Add condition. All rows must pass for the actions to run — the card describes this as "Run the actions only when ALL of these are true." There is no OR option in v1.

The card shows which fields are available for the trigger you chose. The field name must match a key in the trigger's data exactly — a typo means the condition never matches. The available fields are:

• Lifecycle stage change — trackId, stageId, fromStageId, source.
• Transaction recorded — amountCents, currency, transactionType, contactId.
• Engagement score crosses a threshold — score, tier, previousScore, scoreDelta.

The operator dropdown offers equals, does not equal, greater than, greater than or equal, less than, less than or equal, is one of (comma-separated), and exists. For is one of, enter a comma-separated list in the value box. For exists, enter true to require the field be present or false to require it be absent.

Leave the card empty to run on every trigger event — the description notes this: "Leave empty to run every time the trigger fires."

Adding actions

The Actions card holds the ordered steps that run when the trigger fires and the condition passes — "Run these in order when the trigger fires and the condition passes." Use Add action to append a step, the up and down arrows to reorder, and the trash icon to remove one. Each step shows its number (Step 1, Step 2, and so on).

The form editor configures three action types:

• Move to a lifecycle stage — pick a Track and a Stage on that track. Changing the track clears the stage.
• Emit an engagement — set a Track key (default overall), a whole-number Score delta (which may be negative), and a Half-life (days) decay period where 0 means no decay.
• Create an activity — enter an Event type and an optional Payload (a JSON object). Invalid JSON blocks the save with a message naming the step, for example "Action 1 (Create an activity): payload is not valid JSON."

Click Save workflow to persist the name, description, condition, and actions together. Saving with an empty name returns "A workflow name is required."

The visual composer and its extra actions

From the editor header, Open visual composer opens a canvas at /workflows/[id]/compose where you design the same linear chain visually — actions run top to bottom. Selecting a node opens an inspector panel on the right with that step's fields.

Alongside the three action types from the form editor, the composer can also configure three more — Set a field, Call a webhook, and Create a custom object record:

• Set a field — pick a contact Field and a Value. The field list is fixed: Lifecycle stage (label), Company, Job title, Industry, City, Province / State, Country, Preferred name, Pronouns, and LinkedIn URL.
• Call a webhook — enter a Webhook URL. A signed JSON POST is sent asynchronously and retried. The panel notes "Public https endpoints only — internal/private addresses are blocked."
• Create a custom object record — pick a Record type (one of your installed object types) and an optional Label. The new record links to the triggering contact when there is one.

Reviewing runs

The editor header's View runs link opens the execution history at /workflows/[id]/runs. The Runs table lists the most recent runs with Status, Triggered by, Started, Duration, and Error. A run's status reads Queued, Running, Completed, Errored, or Cancelled.

Click a run to open the Run steps panel, which lists each action by number with its action type, status (Completed, Errored, Skipped, and so on), duration, and an Output / error column. Viewing runs needs only Reach access — it is not separately Plus-gated.

Actions run in order, and a failed action stops the run. The failing step is marked Errored, the run is marked Errored, and every remaining step is marked Skipped — so the steps after a failure do not run.

Turning workflows on and off, and archiving

Each workflow has an Active toggle in the list and in the editor header. An inactive workflow does not run when its trigger fires, but keeps its configuration and run history. The list shows Active or Inactive next to the toggle.

The editor header's Archive button removes a workflow from the list. It prompts "Archive workflow …? It stops running and is hidden from the list." before confirming. The list at /workflows excludes archived workflows.

What Pro accounts can do

On a Pro account the Workflows page shows an upgrade card titled "Upgrade to Plus to build workflows" above the list. The list itself is visible and read-only — there is no New workflow button and no Active toggle. Opening a workflow shows the banner "You can view this workflow. Upgrade to Reach Plus to edit it." Every write — create, edit, toggle, archive, save in the composer — is also enforced on the server, so a Pro account cannot change a workflow even by other means.