Capabilities of Workflows – Beekeeper Help Center

What functionalities are available now?

Workflow editor

No code, intuitive workflow editor
Initial trigger and action placeholders to help you start with the workflow
Plus button to add as many actions as your process requires
Validations on each step informing you if the step is created correctly
Magic variables displayed as chips allowing you to reference fields from preceding steps
Ability to create a workflow with an extensive number of steps which follow a sequence of actions
Ability to copy workflows.
User friendly way to select time, day of week and user in the triggers and actions

Workflow templates

We also offer ability to create new workflow using a template instead of creating it from scratch.

Triggers and actions

Workflows are made up of Triggers and Actions. Each Workflow consists of one trigger, which starts the Workflow process, followed by any number of actions, in sequence. Each step is executed only when the previous one has been completed successfully, whether automated (e.g. an automated chat message has been sent) or manual (e.g. a Task completion).

Decision Steps

Create workflows including a decision step, where different courses of actions can take place based on the condition. Branching can be used for:

- Conditional evaluation - i.e. decision taken based on fields from the user profile, submitted form content
- Approval flow - different courses of action based on whether the request was approved or rejected

Workflow execution history

This feature adds the ability for you to see past workflow executions and check how each action was executed. Also allows customers to track if and when a workflow is executed. In case of a failure, customers will be able to see why, so that they can troubleshoot.

The following triggers can currently be used in Workflows:

Domain	Trigger Name	Description
Forms	Form submission	Triggers a workflow on each submission of a specific form
Users	User added to a group	Triggers when a user is added to the selected group
Users	User removed from a group	Triggers when a user is removed from the selected group
Users	User suspended	Triggers on user suspension
Users	User’s first login	Triggers when the user logs in for the first time
Time	Daily recurrence	Triggers once a day every day at the defined day, hour, minute
Time	Weekly recurrence	Triggers on the selected day(s) of the week at the specified time
Time	Monthly recurrence on day of month	Triggers once a month on the given day of the month
Time	Monthly recurrence on weekday in a week	Triggers once a month on the given day of the week of the month

The following actions can be set in Workflows:

Domain	Action Name	Description
Campaigns	Create a campaign	Sends a campaign with a defined content to a group of users
Campaign	Send an SMS campaign (available to customers with activated SMS campaigns)	Sends an SMS campaign to all or inactive users with mobile phone number in the profile
Chats	Send a chat message	Sends a chat message to one or more specified users, optionally with attachments
Company	Retrieve company data	Retrieves data from the tenant to be used later in the workflow
Documents	Upload to document library	Uploads a document to the document library in the selected folder with possibility to create a subfolder
Email	Send an email	Sends an email to one or more email addresses, optionally with attachments
Forms	Convert a form submission to a PDF	Creates a PDF file for a specific form submission, including all questions and answers.
Forms	Get a form answer	Stores an answer from a form as a magic variable
Streams	Create a post	Creates a post in a given stream, optionally with attachments
Tasks	Create a task	Creates a task and assigns it to the specified user
Tasks	Create a task and wait for completion	Creates a task and assigns it to the specified user. The workflow waits for the task to be completed before continuing
Tasks	Create an open task (available to customers on full tasks)	Creates a task and assigns it to the specified group.
Task	Create an open task and wait for completion (available to customers on full tasks)	Creates a task and assigns it to the specified group. The workflow waits for the task to be completed before continuing
Time	Calculate date and time	Adds specified number of days/hours/minutes to a referenced date field that can be used elsewhere in the workflow
Time	Wait for specific time	Suspends the workflow for given amount of days/hours/minutes
Users	Add a user to a group	Adds the specified user to the selected user group
Users	Remove a user from a group	Removes the specified user from the selected user group
Users	Retrieve user profile data	Retrieves the profile data of a specific user
Users	Update user profile field	Updates the selected field in the specified user's profile

We are constantly adding more triggers and actions.

What is coming soon?

New use cases: birthdays, company anniversaries, workflows triggered on the start date

Workflows