Advanced workflows

Using advanced workflows is a feature on the Plus and Premium plans, which allows you to create very specific automations in your apps to really get Podio working for you. 

To get started, click the wrench icon in the left sidebar when viewing your app, and select "Manage workflows".

If you have already used the basic workflows tool, this page will look very familiar, with a few extra options. 

The when condition specifies when your workflow will be triggered. From here, select whether you'd like the workflow to trigger when an item is created, or when an item is updated. 

The and if condition lets you check for specific values within the app item. Currently this condition can be used with any category field in your app. If your app does not have a category field, this box will not be usable.

Start by selecting the category field in the dropdown menu on the left. You will see you can select "Current [fieldname]" or "Future [fieldname]". The current field refers to the category selected before the workflow is triggered. The future field refers to the new category selected. For example, if you change your category field from "In progress" to "Complete", "In progress" is the current value, and "Complete" is the future value. It is possible that the current and future fields will be the same if the category field was not updated. 

After selecting the category field, select the operator on the right. After setting this, you will see a third dropdown menu appear where you can select the specific category. For example, you can select "Status" "Contains" "Complete", and this will trigger the workflow anytime a category field is set to "Complete".

Be sure to click the green "Add condition" button to save the condition.

As a more advanced example to show how this can be used, you can add two "and if" conditions: One for "Current category" "Contains" "In Progress", then another for "Future category" "Contains" "Complete". This will trigger a workflow only when a category field is changed from "In Progress" to "Complete". 

The then section is where you decide what actually happens when the conditions above are met. You can create a task, add a comment, create an item, or update an item. The first two are detailed in our basic workflow tutorial here. Here we will detail the other two.

Creating items

This option lets you create an item in a related app. Important note: The relationship field should exist in the app where you'd like to create the new item, not within the app where you're adding the workflow.

Selecting the "Create item" option will first ask you to select the app where an item should be created, then it will bring forth a section where you can fill in the values you would like to enter into the new item. If you don't see an app to select, then you need to modify your app template and add a Relationship field to the app where you'd like to create the item. 

Note: Not all field types can be filled in using this method. The field types that are supported are Text, Category, Number, Progress, Contact, Email, Phone, Date and Relationship fields. Note that with Date fields, only the Start date portion is supported - the End date cannot be used. 

Updating items

You can choose to update the item which triggered the workflow, or you can update any items listed in your app's Relationship field. Note that this means all related items will be updated when the workflow condition is met. The available fields are the same as those listed in the "Creating items" section above. 

Pro tip: When updating items, hover over any field and click the "X" on the right to clear the contents of that field when the workflow is triggered. 

Once you have finished adding all of your conditions and actions, select a name for your workflow at the bottom of the page, then click "Save". 


Get advanced workflows by upgrading to a paid plan

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