The trigger is what starts a workflow. You choose it under Starts when at the top of the workflow editor. Each workflow has one trigger and belongs to one form, so it only starts for that form's clients.
Choose a trigger
- Open the workflow from Workflows.
- At the top, click the event under Starts when.
- Pick a trigger from the list.
The line under it says exactly when it starts. A form's Default workflow always starts with Form is submitted, so you can't change its trigger.
Every trigger
| Trigger | Starts when |
|---|---|
| Form is submitted | Someone finishes the form. |
| Form is left unfinished | Someone answers some questions, then stops for an hour without submitting. It starts once, and stops if they finish later. |
| Report is approved | A reviewer approves the report. |
| Report is sent | The report email goes out. |
| Report is opened | The client first opens the report email or their report page. Once per report. |
| Payment received | Someone pays for a report or a consultation. |
| Call is booked | Someone books a call on the form's thank-you screen. Once per submission. |
| Call is rescheduled | A booked call moves to a new time, by the client or your team. Each time it moves. |
| Call is cancelled | A booked call is canceled, by the client or your team. |
| Lead becomes Hot | A person's lead score reaches Hot for the first time. Once per person. |
Good to know
- The trigger decides which actions fit. The action picker only offers actions that make sense for the trigger. For example, Draft the report only fits Form is submitted, and a confirmation email doesn't fit Lead becomes Hot. If you change the trigger later, an action that no longer fits says so, and the workflow can't be turned on until you remove it.
- What you can insert follows the trigger. + Insert answer offers call details for the call triggers, payment details for Payment received, and the last question answered for Form is left unfinished.
- Unfinished forms are tracked only while a workflow needs them. Once a Form is left unfinished workflow is on, the form saves answers as people go. A run starts at most once a week for the same email address. See Unfinished forms.
- Hot leads need lead scoring. Lead becomes Hot uses the score on the Leads page and needs a plan with full Leads. The score is checked when someone submits a form, or opens or clicks an email. See Hot lead alerts.
- Calls come from the thank-you screen. The call triggers start for calls booked after someone fills in this form. See Offer a call after a form.
Why didn't my workflow start?
- It isn't on. Only workflows marked On start. Drafts and paused workflows don't.
- It's for another form. Each workflow belongs to one form. The Workflows page lists your workflows under the form they belong to.
- It already ran for that person or report. Report is opened, Call is booked and Lead becomes Hot start only once for the same report, submission or person.
- They came back and finished. Form is left unfinished doesn't start, or stops, when the same person submits the form.