Workflow

11 min

Workflow is a powerful automation feature in Turbine that enables you to create dynamic, conditional logic for controlling how application records are presented and behave. Every application in Swimlane Turbine has a workflow. Every applet also has a workflow. Workflow is a series of conditional decision points and resulting actions that automate the presentation of record fields and layout. You build the workflow like a tree, with one or more branches. Each branch is conditional and can consist of multiple conditions and actions.

Activity on individual records catalyzes workflow execution.

Key Concepts

Workflow: A tree-like structure of conditions and actions that automate record presentation

Conditions: Decision points that evaluate field values and determine which path the workflow follows

Actions: Operations that modify field visibility, editability, requirements, values, and layout

Stages: Groups of conditions and actions that execute together

Branches: Conditional paths in the workflow tree that execute based on condition evaluation

What is Workflow?

Workflow is a series of conditional decision points and resulting actions that automate the presentation of record fields and layout. You build the workflow like a tree, with one or more branches. Each branch is conditional and can consist of multiple conditions and actions.

Purpose

Workflow enables you to:

Dynamically control field visibility - Show or hide fields based on record data

Modify field editability - Make fields read-only or editable based on conditions

Set field requirements - Make fields required or optional dynamically

Automate field values - Set field values automatically based on conditions

Control layout presentation - Show, hide, collapse, or expand sections

Filter selection options - Dynamically filter dropdown/selection field options

Control time tracking - Enable or disable time tracking for records

When Workflow Executes

Workflow is triggered by various record activities:

Opening a new record form - When a user opens a form to create a new record

Saving a new record - When a record is saved for the first time

Opening an existing record - When a user opens an existing record

Modifying an existing record - When field values change in an existing record

Record creation by playbook - When a playbook creates a new record

Record modification by playbook - When a playbook modifies an existing record

Record creation by remote client - When a remote client tool or script creates a record

Record modification by remote client - When a remote client tool or script modifies a record

Workflow Components

Turbine workflow consists of:

Conditions - Decision points in the workflow

Workflow Actions - Singular items to be accomplished by workflow

Conditions

Conditions are decision points in the workflow that evaluate field values and determine which path the workflow follows. Each condition tests a specific field against criteria using operators.

Condition Types:

Field-based conditions - Evaluate field values (equals, contains, greater than, etc.)

Reference field conditions - Evaluate referenced record fields or record counts

Default actions condition - Always evaluates to true (used for unconditional actions)

Condition Evaluation:

AND logic - All conditions must be true for the stage to execute

OR logic - Any condition being true causes the stage to execute

Nested conditions - Conditions can be grouped and nested for complex logic

For detailed information on creating and configuring conditions, see Creating Conditions.

Actions

Actions are operations that modify record presentation and behavior. Each action performs a specific task when its associated conditions are met.

Available Action Types:

The following action types are available in the workflow action dropdown:

Set Field Value - Automatically set a field's value

Enter a value directly or use field references in text fields

For date fields, you can set specific dates or use date modifiers (previous, current, next)

Only executes once per workflow run

Set Field Read/Write - Make fields read-only or editable

States: Lock (read-only) or Edit (write)

Cannot be applied to: History, JSON, Created/Updated dates, Created/Updated By fields

Set Field Required/Optional - Make fields required or optional

States: Required or Optional

Cannot be applied to: History, Reference, Comments, Attachments, JSON, Created/Updated dates, Created/Updated By fields

Filter Selection Options - Dynamically filter available options in selection fields

Filters values list fields based on conditions

Modify Layout - Show, hide, collapse, or expand fields and sections

For sections: show, hide, collapse, expand

For fields: show, hide only

Can be applied to all fields and sections

Trigger Notification - Send notifications when conditions are met

Configure notification templates and recipients

Can be used to alert users about record state changes

Trigger Integration - Execute integration actions when conditions are met

Run integration tasks as part of workflow execution

Available within Repeat stages for iterative integration execution

Export and Email Record - Export a record using a formatted export template and email it

Select an export template to format the record

Configure email recipients and subject

Useful for generating reports or sending formatted record data

Toggle Time Tracking for Record - Enable or disable time tracking for records

Enable or disable time tracking for the record

Controls whether time can be tracked on the record

For detailed information on configuring actions, see Workflow Actions.

Stages

Stages are containers that group conditions and actions together. Each stage:

Contains one or more conditions that determine if the stage executes

Contains one or more actions that execute when conditions are met

Can be nested within other stages for complex workflows

Can be disabled without deletion

Workflow Structure

Workflow is structured as a tree:

Workflow Start
├── Default Actions (always execute)
├── Stage 1 (Conditional)
│   ├── Condition(s)
│   ├── Action(s)
│   └── Nested Stage(s)
├── Stage 2 (Conditional)
│   ├── Condition(s)
│   └── Action(s)
└── ...

Workflow Execution Summary

There is no set order of how a workflow is executed. The processing first evaluates all of the conditions in the workflow, and then determines a list of actions that are dependent upon how the conditions are met. The process then executes the defined actions.

For detailed information on workflow execution, see Advanced Workflow Topics.

Getting Started with Workflow - Learn how to access and use the workflow builder

Creating Conditions - Detailed guide on creating and configuring conditions

Workflow Actions - Complete guide to all workflow action types

Advanced Workflow Topics - Execution details and advanced concepts

Workflow Best Practices - Design patterns and best practices

Troubleshooting Workflows - Common issues and solutions