Workflows & automation
Do: the steps a workflow takes
Every step a workflow can take — emails, texts, the deposit and inventory links, documents to sign, tasks, a note to a teammate, a status change, a flag, a sales rep — and what each one checks before it acts.
- 4 min read
- Checked against MoveBoard
- For owners & admins
On this page
Do is what a workflow actually does. A workflow has one or more steps; they run in order, top to bottom.
Add a step
- Open the Do card (the last part of the sentence).
- Press Add a step and pick one.
- Fill it in. Under each step, Reads: says it back in words.
- Use ↑ and ↓ to change the order, Remove to take a step out.
The steps
| Step | What it does |
|---|---|
| Send an email | Sends one of your email templates to the order's contact. Press Pick the email template to choose; the picker shows each template as the customer sees it. |
| Send a text | The same, with a text template. |
| Send the deposit link (text) | Texts the customer their link to reserve with a deposit — the same text as the order's Text link. It goes only while the order is Can Book Online. |
| Send the inventory link (email + text) | Sends your inventory-link email and text — the same as the order's Request inventory. |
| Send a document to sign | Sends one of your custom documents by email or text, with the default message or a template you choose. The customer gets their own link to sign; a document they already signed is not sent again. |
| Create a task | A task with your title for someone, due now or later, of a kind (call, email…). See Tasks made by workflows. |
| Tell a teammate | A short message to people in the office. It arrives like a shared note — bell, email or text, the way each person chose. |
| Change the status | Moves the order to the status you pick. |
| Flag the order | Add the flag or Take off the flag. |
| Give it to a sales rep | Assigns the order to the person you pick. |
A step that needs a template shows its subject and an eye: Open full preview shows the real email or text, filled in with an order's details.
Picking the template
Pick an email / Pick a text opens a large window: the templates as cards on the left, grouped by topic, and on the right the one your pointer rests on, at full size so you can read it — the whole email at its real width (scroll down for the rest), or the whole text in a phone bubble with its characters and parts. Many templates have similar names, so read the one you mean before you click it. Open full size shows that email (or text) in a bigger window with its subject, who it's from and who it goes to; Close brings you back to the picker. Click a card to use it.
What every step checks
Each step reads the order as it is when the step runs:
- Emails and texts go through every rule a message follows — unsubscribes, STOP replies, numbers that can't receive texts, your texting being switched on.
- A template that has been switched off or deleted is skipped, and the log says so.
- A task or a note with nobody to receive it — no sales rep on the order, nobody in the position — is skipped: nobody is the sales rep on this order.
- A status the order already has, or a flag it already has, is skipped: it already is.
- A step that went is never repeated, even if MoveBoard is interrupted halfway through a workflow.
Every outcome is in the workflow's log — see The run log.
Who the message comes from
Emails go from the order's sales rep with your company's header and footer. A deposit or inventory link sent by a workflow is logged on the order as sent by Workflow "…", so you can tell it from one the office pressed.
If something goes wrong
Save is refused until each step is complete:
- Add at least one step.
- Pick an email template. / Pick a text template.
- That template no longer exists.
- That is a text template — use "Send a text" for it. (and the other way round)
- Pick a document.
- Give the task a title.
- Say what to tell them.
- Pick a status. / Pick a flag. / Pick the sales rep.
Related guides
- Workflows & automationOnly if: conditionsNarrow a workflow to the orders it's meant for — status, move type, inventory, money, documents, addresses and more — with ALL or ANY, groups, and conditions that make it stop by itself.
- Workflows & automationTasks made by workflowsHave a workflow give someone a task — the order's sales rep, the dispatchers, the managers, a whole department or one person — with a title, a due time and a kind.
- Workflows & automationBuild your email and text templatesEvery email and text your company sends, as cards — see each one exactly as your customer gets it, build an email in the designer (from a ready-made one or blank), send yourself a test.
- Booking & paymentsText the deposit linkText the customer their secure link to reserve the move with a deposit — straight from the Deposit row.
- InventorySend the inventory linkOne press emails and texts the customer a link straight to their inventory list, so you can price the move exactly.
- Workflows & automationReminders for unsigned documentsRemind customers to sign a custom document you sent — first after a few hours, then every so often, by email, text or both — for every document or just one.
Still stuck? A person will help.
Open a ticket from Support inside MoveBoard, or email us — we usually reply within one business day.