Workflows
Workflows
Workflows let you automate repetitive tasks by running a sequence of actions whenever something specific happens in CifraHQ - for example, sending an email when an invoice is created, or updating a field when a sales order changes status. Each workflow targets one entity type and fires based on a trigger event you define.
Where to find it
Go to Setup > Workflows.
Workflows list, the automations triggered by document state changes.
How a workflow is structured
A workflow has three parts:
- Trigger - the event that starts the workflow (e.g., On Create, On Update, On Post, On Approval, Scheduled)
- Conditions - optional field filters that narrow which records qualify (e.g., only Invoices over a certain amount). If you add no conditions, the workflow runs for every matching event.
- Actions - the steps executed in order when the trigger fires
Available actions
| Action | What it does |
|---|---|
| Send Email | Sends an email to a specified address with a configurable subject and body |
| Create Task | Creates a task and optionally assigns it to a user field from the record |
| Update Field | Sets a field on the triggering record to a new value |
| Call Webhook | Makes an HTTP request to an external URL with a configurable method and body |
| Send Notification | Sends an in-app notification with a title and message |
| Add Delay | Pauses the workflow for a set number of seconds before the next action |
Each action can be set to Continue on error so that a single failure does not stop the remaining steps.
Workflow status
| Status | What it means |
|---|---|
| Active | The workflow runs automatically when its trigger fires |
| Inactive | The workflow is saved but will not run |
Use Save as Draft to save a workflow without activating it. Use Save & Activate to save and enable it immediately. You can enable or disable any workflow at any time from the list or the detail page.
Execution History
Open a workflow and click View Execution History to see a log of every time the workflow ran. Each entry shows the status (Completed, Failed, Running, Cancelled), how long it took, which entity triggered it, and a per-action breakdown. You can retry failed executions from this view.
Tips
- Start with no conditions to verify the trigger fires correctly, then add conditions to narrow the scope.
- Use Clone Workflow to duplicate an existing workflow as a starting point for a similar one. The clone starts Inactive so you can edit it safely.
- The Test Workflow button on an active workflow runs it with simulated data and logs the result to Execution History without making real changes.
- The list page shows Executions and Success Rate per workflow so you can spot unreliable automations at a glance.
Related: Email Templates · Webhooks · System Logs · Invoices · Vendor Bills · Sales Orders
Was this page helpful?