Workflow Examples

Documentation Index

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Example 1: Simple Notification Workflow

[Start] → [Send Email] → [Send In-App Notification] → [End]

1. Start Node: No configuration needed
2. Send Email Action:
   • Action Type: send_email
   • To: {{submission_data.email}}
   • Subject: Your submission was received
   • Body: Thank you for submitting the form. We'll review your information and get back to you soon.
3. Send Notification Action:
   • Action Type: send_notification
   • User ID: {{submitted_by}}
   • Type: form_submitted
   • Title: Form Submitted Successfully
   • Body: Your form has been submitted and is under review.
4. End Node: No configuration needed

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Example 2: Approval Workflow

[Start] → [Approval] → {Approved → [Update Record] → [Notify Employee] → [End]}
                    └→ {Rejected → [Notify Employee] → [End]}

1. Approval Node:
   • Assignee Role: org_admin
   • Instructions: Please review this expense report
   • Timeout: 48 hours (auto-reject)
2. Update Record (Approved Path):
   • Action Type: update_record
   • Table: expense_reports
   • Record ID: {{submission_id}}
   • Updates: {"status": "approved", "approved_at": "{{now}}"}
3. Notify Employee (Both Paths):
   • Action Type: send_notification
   • User ID: {{submitted_by}}
   • Title: Expense Report Decision
   • Body: Conditional based on path

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Example 3: Branching Workflow

[Start] → [Branch] → {amount > 1000 → [Executive Approval] → [Process Order] → [End]}
                  └→ {else → [Auto-Approve] → [Process Order] → [End]}

1. Branch Node:
   • Condition 1:
     • Field: submission_data.amount
     • Operator: greater_than
     • Value: 1000
   • Default: Auto-approve path
2. Executive Approval:
   • Assignee Role: org_admin
   • Instructions: High-value purchase requires approval
3. Auto-Approve:
   • Action Type: update_record
   • Updates: {"status": "approved", "auto_approved": true}
4. Process Order:
   • Action Type: call_webhook
   • URL: https://api.example.com/orders
   • Method: POST
   • Body: {{submission_data}}

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Example 4: Loop Workflow

[Start] → [Loop] → {body → [Send Email]} → {done → [End]}

1. Loop Node:
   • Loop Type: for_each
   • Collection Field: submission_data.recipients
   • Item Variable: recipient
   • Max Iterations: 100
2. Send Email (Loop Body):
   • Action Type: send_email
   • To: {{recipient.email}}
   • Subject: Invitation from {{submission_data.sender_name}}
   • Body: Hello {{recipient.name}}, you've been invited...

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Example 5: Parallel Workflow

[Start] → [Parallel Fork] → {Branch 1 → [Send Email]}
                         └→ {Branch 2 → [Create Task]}
       → [Parallel Join] → [Update Status] → [End]

1. Parallel Fork:
   • Branches: 2
2. Send Email (Branch 1):
   • Action Type: send_email
   • To: {{submission_data.assignee_email}}
   • Subject: New task assigned
3. Create Task (Branch 2):
   • Action Type: create_record
   • Table: tasks
   • Data: {"title": "{{submission_data.task_title}}", "assignee_id": "{{submission_data.assignee_id}}"}
4. Parallel Join:
   • Join Mode: all (wait for both branches)
5. Update Status:
   • Action Type: update_record
   • Updates: {"notification_sent": true, "task_created": true}

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Example 6: Switch Workflow

[Start] → [Switch] → {HR → [Notify HR Team] → [End]}
                  └→ {IT → [Notify IT Team] → [End]}
                  └→ {Finance → [Notify Finance Team] → [End]}
                  └→ {default → [Notify General] → [End]}

1. Switch Node:
   • Switch Field: submission_data.department
   • Cases:
     • HR → HR notification path
     • IT → IT notification path
     • Finance → Finance notification path
   • Default: General notifications
2. Notify Team Nodes:
   • Action Type: send_notification
   • User ID/Role: Department-specific
   • Title: New request for {{submission_data.department}}

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Example 7: Subflow Workflow

[Input: employee_id, start_date]
  → [Create HR Record]
  → [Assign Equipment]
  → [Schedule Training]
  → [Send Welcome Email]
[Output: success, employee_number]

[Start] → [Validate Data] → [Call Subflow: Employee Setup] → [Update Form] → [End]

1. Subflow Node:
   • Subflow: Employee Setup
   • Input Mapping:
     • employee_id ← submission_data.employee_id
     • start_date ← submission_data.start_date
   • Output Mapping:
     • submission_data.employee_number ← employee_number
     • submission_data.setup_complete ← success

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Example 8: Complex Multi-Stage Workflow

[Start]
  → [Validate Hours]
  → [Branch: Leave Type]
      {Medical → [Manager Approval] → [HR Approval] → [Update Balance] → [Notify Employee] → [End]}
      {Vacation → [Manager Approval] → [Update Balance] → [Notify Employee] → [End]}
      {Emergency → [Auto-Approve] → [Notify Manager] → [Update Balance] → [Notify Employee] → [End]}

1. Validate Hours:
   • Action Type: run_function
   • Function: Check available balance
2. Branch: Leave Type:
   • Conditions for medical, vacation, emergency
3. Manager Approval:
   • Assignee: {{submission_data.manager_id}}
   • Timeout: 24 hours
4. HR Approval:
   • Assignee Role: org_admin
   • Instructions: Review medical leave request
5. Update Balance:
   • Action Type: update_record
   • Table: leave_balances
   • Deduct hours from balance
6. Notifications:
   • Send to employee with approval status
   • CC manager for visibility

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Tips for Building Complex Workflows

1. Start Small: Build incrementally, test each section
2. Use Subflows: Extract common patterns (notifications, approvals)
3. Add Labels: Name nodes clearly for readability
4. Default Paths: Always handle “else” cases in branches
5. Error Handling: Use branch nodes to check for errors
6. Test Thoroughly: Use dry-run mode before production
7. Document: Add descriptions to complex nodes

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Common Patterns

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Pattern: Notify Multiple People

[Start] → [Parallel Fork] → {Notify Manager}
                         └→ {Notify HR}
                         └→ {Notify Employee}
       → [Parallel Join] → [End]

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Pattern: Retry Failed Action

[Start] → [Loop While: retry_count < 3]
            → [Try Action]
            → [Branch: Success?]
                {Yes → Break Loop}
                {No → Increment retry_count}
         → [Done] → [End]

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Pattern: Conditional Approval

[Start] → [Branch: Amount > $5000]
            {Yes → [CFO Approval]}
            {No → [Manager Approval]}
         → [Process Payment] → [End]

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