Each workflow action you create will also have a trigger. The trigger tells the action when to run based on the condition you set.
The four project date triggers are relative to the project date. With options to trigger before and after the project start or end date, you can customize your workflow to match your timeline. This article covers considerations for setting and using project dates as triggers in your workflow.
Setting a Project Date
The project date can either be a single date set or a date range with a start and an end date. You can set the project date in one of two ways:
1. Manually set a date by clicking Set Date in the project sidebar. This is the best choice if you need to have full control over which projects end up on your calendar.
2. Include a date select field mapped to the project date on a form that your client will fill out. You can include a single field for a single date or two fields for the start and end. This is the best option when you want the process to be as automated as possible.
TIP: If you want to ask your client for a project date on a form but would prefer to manually approve that date, you can map the date select form field to a custom mapped project field for a "requested date." Then include a todo in your workflow to check your calendar and manually set the project date when you're ready.
We have some tips on setting project dates right this way! But in general, you will want to choose a convention for setting the project date that will benefit your automation needs.
Project Date Triggers in the Workflow
The four project date triggers are:
- Before Project Start Date
- After Project Start Date
- Before Project End Date
- After Project End Date
When it runs: relative to the project date. If you only have one date set, you can use any of the four triggers - the single date will be treated as both the start and end. If no project date is set, the workflow will not run the action until a date is set.
When to use it: any time you need a workflow action to trigger relative to a project date. Great for sending forms leading up to a start date, sending follow ups after an event, or changing the project status when an event is coming up.
Common Issue: Too Late to Send Error
If you have project date triggers in your workflow and apply the workflow to a project after the time frame when one or more of those actions would have triggered, the workflow will pause and show a "too late to send" error message.
For example, let's say you normally book weddings out 12 months in advance and set the wedding date as the project date. But, you have an opening and make an exception for a bride booking only 6 months in advance. If you have an action in your workflow triggered "40 weeks before project start date," you will see a too-late to send error because the project date is less than 40 weeks away when you apply the workflow.
Unfortunately, there's not a fool-proof way to prevent this from ever happening. The best thing to do is to be aware of your standard timeline and when someone might deviate from that timeline so you can adjust the workflow accordingly. Learn how to clear the too late to send error here.
My client booked an appointment through the scheduler and my project date triggers are not working.
If your client makes an appointment with you through a Dubsado scheduler, this DOES NOT set the project date. Appointment dates and project dates are completely separate. You would need to manually set the project date, or, if you sent the scheduler invite through the workflow, use appointment triggers instead.