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The workflow designer

Screen guide7 minFoundation

Before you start

The workflow designer shows a workflowWorkflowAn automation: trigger plus steps, run per module; also called "flow" on the home page.Open glossary ↗ as a drawing: a trigger at the top, steps below it, and lines between them. You add steps, set them up one at a time, check the whole drawing, and save. Open it from the Automation page with Open in designer.

The workflow designer with a Trigger node, the step picker open below it with a search box and groups of steps, and the zoom controls at the bottom left.
    The chip shows whether the workflow is Active. Beside it, All changes saved turns into Unsaved changes when you edit.
    Check lists problems before you save. A tick means none. A number counts them.
    Save stores the workflow. Ctrl + S does the same.
    + on a line inserts a step there.
    The picker searches steps by name. Groups are Logic, Records, Communicate, Data and Connect.
    Zoom, fit to screen, undo and redo.

What is on the canvas?

Section titled “What is on the canvas?”
  • The trigger is the dark card at the top. Set the event that starts it in the Automation page.
  • A step is a card with its type, its name and a one-line summary. A card that shows “Not set up yet” still needs its settings.
  • A path label appears where a step splits: Yes and No, Approved and Rejected, or Each item and After loop.
  • An End marker closes a path that has no next step. The + beside it adds one. A Terminate step shows Workflow stops instead.
  • A badge such as “2 paths” on a card means two paths join there. It is one shared step.

How do I add a step?

Section titled “How do I add a step?”

Click + on a line to insert a step between two others, or + on an End marker to add one at the end of a path. A picker opens. Type to search, then press Enter, or click a step. ↑ and ↓ move through the list and Esc closes it.

A new workflow shows a starter instead: What should happen next? It offers four recipes. Check something first adds a Decision, Update this record a Record manager, Send an email an email step, and Ask for approval an Approval task. All steps opens the full picker. Integration carries a PRO tag, and it and Web agent appear only when your workspace has those add-ons.

How do I set up a step?

Section titled “How do I set up a step?”

Click a step. Its settings open in a panel on the right, in sections you can fold. The panel header has the step’s name, which you can type over, and four buttons: copy the step, delete it, make the panel wider, and close it.

Each step has its own page in Workflow steps. The canvas updates the card’s summary as you go.

How do I join two paths?

Section titled “How do I join two paths?”

Two paths can end in the same step, for example when a No path and an Approved path both need to mark a record as approved.

  • Click + on an End marker and choose a step under Join an existing step, or drag the End marker onto a highlighted step.
  • Click a line to select it. Re-route points it at another step. Disconnect removes one path into a shared step.

A step reached from several paths lists them under Reached from. A change to it applies to every path.

What does Check tell me?

Section titled “What does Check tell me?”

Click Check. The panel Before you save lists everything that needs a look, each with the step it belongs to. Click one to jump to the step.

  • Resolve each error before saving an active workflow.
  • A warning is advice. Saving is allowed.

If the workflow is off, Beezr saves it even with errors and says Saved as a draft. You fix the errors before you switch it on.

What else should I know?

Section titled “What else should I know?”
  • Save is what stores your work. Changes show on the canvas at once, but nothing is kept until you click Save. Leaving with unsaved changes asks Leave without saving?
  • Undo and redo (Ctrl + Z and Ctrl + Shift + Z) cover structure changes: adding, deleting and joining steps. Use them freely while you shape a workflow.
  • Deleting a step closes the line up. Select it and press Delete, or use the bin in the panel.
  • Give every step a path into it. Beezr removes steps that no path reaches when you save, and a toast says how many. A Terminate step ends its path, so put it last.

Check yourself

Nour has an active workflow with one error in the Check panel. She clicks Save. What happens?
Show the answer

It does not save, and the Check panel opens. Errors block saving while the workflow is on. Warnings do not. A workflow that is off saves as a draft even with errors.

Youssef deletes a step in the middle of a path. What happens to the steps around it?
Show the answer

The line closes up, and the step before now leads to the step after. Deleting a step reconnects the path. Only steps that nothing reaches any more are dropped.

What's next

Tutorial: an approval workflow for purchase ordersBuild a workflow that sends large purchase orders to a manager, approves small ones automatically, emails rejections, and read its runs in the debugger.Choose when a workflow runsPick the trigger that starts a workflow, and set its order, so it runs when a record changes, when a button is pressed or when another system calls it.

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