Creating a workflow with a “Wait” action

This guide will help you create a workflow with a “Wait” action i.e. “Create a task and wait for completion” or simply add a “Wait” action to the workflow to delay the following steps.

⚠️ Note that the max. duration time of a Workflow is 100 days from the moment it is triggered. After this time the workflow will expire and any uncompleted action will fail. This means that all wait actions (i.e. create a task and wait for completion) within this workflow need to be completed within 35 days.

Steps to create this workflow

1. 1. Go to the “Dashboard” and click on “Toolbox”, then “Workflows”.                                                               
   2. Click on “Create new Workflow” if this is the first workflow in your tenant or  “Add New” if there are already some workflows.                                                                                                       
   3. In the “Workflows settings“ panel enter the workflow name and optionally add a description.       
   4. Then click on the “Add a Trigger” placeholder to add a trigger.                                                       
   5. Select “User’s first login” from the trigger list and click on “Add”.                                                   
   6. Then click on the “Add an Action”.                                                                                                         
   7. Select an Action: “Retrieve user profile data” and click on “Add”.

      This step allows getting more information from the selected user’s profile such as first and last name, role, user email, user name, # of comments, # of likes, # of posts, last activity date, profile creation date…etc. You can reference these fields in the further steps of the workflow, for example, to create a dynamic file name or address the chat message or email.

      
   8. Fill in the fields in the panel on the right side:                                                                                             User - select the person who’s profile data you want to retrieve. To select the person who logged in, choose the Magic Variable from the drop-down. To select a specific person start typing the first name and the results will appear.                                                          
   9. Click on the “+” below the action to add the next step.                                                                   
   10. Select an Action: “Send a chat message” and click on “Add”.                                                           
   11. Fill in the fields in the panel on the right side:
       1. Send to - you can select the user to send a chat message or use a variable to reference a user from the previous steps i.e. the user who logged in. In this case, we want to send a chat message to the user who logged in and we will select him/her using a Magic Variable.
       2. Message - type the chat message.
       3. Attachment(s) - you can attach a form converted to a PDF, provided that in one of the previous steps you selected a trigger or action which contains a form. This example does not contain a form, so we will skip this field.                                                                                 
   12. Click on the “+” below the action to add the next step.
   13. Select an Action: “Wait for a specific time” and click on “Add”.                                                         
   14. Fill in the fields in the panel on the right side:
       1. 1. Days to add - enter the number of days you want to delay the next action. Keep blank if you do not want to delay the next action by any days.
          2. Hours to add - enter the number of hours you want to delay the next action. Keep blank if you do not want to delay the next action by any hours.
          3. Minutes to add - enter the number of minutes you want to delay the next action. Keep blank if you do not want to delay the next action by any minutes.                         
   15. Click on the “+” below the action to add the next step.
   16. Select an Action: “Calculate date and time” and click on “Add”                                                       
   17. Fill in the fields in the panel on the right side:
       1. Referenced date - enter the date to which you want to add days/hours/minutes. Keep blank if you want to use the current date.
       2. Days to add - enter the number of days you want to add to the referenced date. Keep blank if you do not want to delay the next action by any days.
       3. Hours to add - enter the number of hours you want to add to the referenced date. Keep blank if you do not want to delay the next action by any hours
       4. Minutes to add - enter the number of minutes you want to add to the referenced date. Keep blank if you do not want to delay the next action by any minutes.                                   
   18. Click on the “+” below the action to add the next step.
   19. Select an Action: “Create a task and wait for completion” and click on “Add”.                               
   20. Fill in the fields in the panel on the right side:
       1. Assigned to - you can select the user to assign the task or use a variable to reference a user from the previous steps i.e. the user who logged in. In this case, we want to assign the task to the user who logged in and we will select him/her using a Magic Variable.
       2. Title/task description - Enter the title and the task description. You can enter a static text or use the Magic Variables to reference fields from preceding steps i.e. the form name, the time of submission...etc.
       3. Due date - select the previously calculated date using the Magic Variables panel on the left side.                                                                                                                                             
   21. Click on the “+” below the action to add the next step.
   22. Select an Action: “Send a chat message” and click on “Add”.                                                         
   23. Fill in the fields in the panel on the right side:
       1. Send to - in this example we want to send the chat message to the HR person to confirm the task completion. We will select the specific user who should receive this chat message.
       2. Message - type the chat message.
       3. Attachment(s) - you can attach a form converted to a PDF, provided that one of the previous steps you selected a trigger or action which contains a form. This example does not contain a form, so we will skip this field.       
   24. Validate and save your workflow.
       
       Now that your entire workflow is ready you can validate the trigger and each action and save if everything is correct. The system will not let you save the workflows in case something is missing or not correct.                                                                                                              Correctly updated trigger and actions will have a green checkmark:                                                                                                                  

Incorrectly updated trigger or actions will have a red cross and the field which is not updated will be highlighted in red:                                                                                                                                                   

24. When the trigger and all actions have a green checkmark, you can save the workflow                           

25.  Then you can flip the toggle to activate it.