Each workflow action you create will also have a trigger. The trigger tells the action when to run based on the condition you set.
This article goes in-depth on the client progress triggers that look for your client to complete certain activities. These triggers watch for your client to submit a form, make a payment, or sign a contract.
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After Form Is Completed
When it runs: Relative to when a specific form already sent through the workflow is submitted by the client. Works on sub agreements, questionnaires, and proposals. For questionnaires, form must be submitted by the client, not saved as a draft, to trigger.
When to use it: Whenever a form must be completed by the client before the next step in the process can proceed. Highly recommended to help create a "step-by-step" experience that does not overwhelm your clients with emails and documents.
How to set it up: In order for this trigger to work properly, you will need to select which form you want the workflow to watch to be completed. In the example above, this is the Intake Questionnaire. When you click the Form to watch dropdown, it will give you a list of all the forms that have been added to the workflow already.
Common Issue: Trying to Watch a Lead Capture or Contract
The "after form is completed" trigger will not watch for a lead capture or contract to be submitted. For contracts, you will use the "after contract signed by client" trigger and for lead captures, you will use "after workflow started" or "after all previous actions complete" since the workflow itself is applied and activated by the lead capture form being submitted.
After Form Is NOT Completed
When it runs: A specified time after the most recent time the form has been sent, if it has not been completed by the client. For example, "3 days after form is not completed" would trigger 3 days after the form was last sent, if that form has not yet been completed. Works on sub agreements, questionnaires, and proposals.
👋 Heads up! If you send the form manually outside the workflow, or resend the form within the workflow, this will change the most recent send time on the form. If you have multiple actions triggered by "after form is not completed" in your workflow, the timing of those actions will change each time the form is sent.
If the client completes the form before the deadline, the action triggered "after form is not completed" will not run and will appear greyed out in the workflow when viewed within the project.
When to use it: Remind a client to complete a form if they haven't submitted it within x number of days, archive a project if a new lead fails to complete a form.
How to set it up: Just like "after form is completed," you'll need to pick a form already sent through the workflow to watch. To keep your workflows easy to read, you might prefer to position actions triggered "after form is not completed" at the bottom of the workflow. They will still run at the appropriate time.
Example: Remind a Client to Complete a Proposal
The workflow example above sends a proposal to the client. Once the client completes the proposal, it will automatically send them an email with next steps. However, if the client does not complete the proposal within 3 days, the workflow will automatically send the proposal again.
As long as you select the same exact form template to send in the second Send Form action, the workflow will not add a new copy of the form to the project. So this method still works if you are editing your proposal on the project before it sends through the workflow!
If the proposal IS completed within 3 days, the client will not get the email and the workflow will continue as normal.
After Contract Is Signed by Client
When it runs: Relative to when the contract on the project is signed by the client. This trigger does not watch for your counter signature. Does not apply to sub agreements (use "after form is completed" instead).
After Invoice Paid in Full
When it runs: Relative to when the entire balance of the primary invoice on the project is paid. Works for both payments made through a connected payment processor and manually applied payments. This trigger is NOT compatible with recurring invoices.
When to use it: Require payment in full before continuing to the next step, especially before a Start a Workflow action that would trigger a workflow meant for paying clients only. Trigger a Send Primary Invoice action after payment is made to send a thank you email with the invoice to act as a receipt.
After Invoice Installment Paid
When it runs: Relative to when a specified payment plan installment is paid on the primary invoice. This trigger is NOT compatible with the Create Invoice action.
When to use it: When you break payments up into multiple installments (instead of collecting payment in full) and need to trigger certain actions based on certain payments being made. For example, sending a welcome email after a deposit is paid.
How to set it up:
In the workflow template, select your payment plan at the top.
If you are sending a proposal through this workflow, remove the payment plan from the settings of the proposal. The invoice created by the proposal will automatically use the payment plan you set in the workflow template.
Set a workflow action to trigger "after invoice installment paid."
Select the desired Installment to watch from the dropdown.
Common Issue: Conflicting Payment Plans
If you are sending a proposal through the workflow and want to use the "after invoice installment paid" trigger, you must remove the payment plan from the settings of the proposal. Specifying the payment plan on both the workflow template as well as the proposal will cause a conflict, even if the two payment plans are the same.