Workflows

Workflows move people through a series of steps on a visual board. Each person becomes a card that travels from one step to the next -- from a first-time guest follow-up, to a membership process, to a first-time giver thank-you, and anything else where you need to track many people through the same set of stages. A step can ask a volunteer to do something (make a call, have a conversation) and run automated actions on its own -- send an email, wait a few days, add the person to a group -- so Workflows handle both the human follow-up and the busywork around it. Workflows extend Tasks into a drag-and-drop Kanban board so nothing and no one falls through the cracks.

Before You Begin

• Make sure the people you want to track exist in B1 Admin
• Familiarize yourself with how Tasks work, since each card on a board is a task
• To use the Send email action, create the email templates you want to send first (managed under Messaging → Manage Templates)
• You will need the appropriate Tasks permission. Viewing, editing cards, and managing workflows are separate permission levels (see Roles & Permissions)

Viewing Workflows

Navigate to Serving, open the Tasks area, and select Workflows from the menu. You will see your workflows listed and grouped by category, with active workflows highlighted. Click any workflow to open its board.

Creating a Workflow

1. On the Workflows page, click Add Workflow.
2. Choose how to start:
   • Blank workflow -- start from scratch and build your own steps.
   • From a template -- start with a ready-made set of steps you can edit. Built-in templates include:
     • New Visitor Follow-up -- Send welcome email → Personal phone call → Invite to next step → Connected
     • Membership Class -- Express interest → Register for class → Attend class → Complete membership
     • First-time Giver Thank-you -- Send thank-you note → Share giving impact → Stewarded
3. Give the workflow a Name.
4. Optionally assign a Category to group related workflows together. You can create a new category right from the dropdown.
5. Leave the workflow Active so people can be added to it, or set it to Inactive to hide it from the add-to-workflow lists.
6. Click Save.

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Use the Duplicate button on the Workflows list to copy an existing workflow -- including its steps, automated actions, and routing -- as the starting point for a new one.

Building the Board with Steps

Each workflow board is made up of steps, shown as columns from left to right. Open a workflow and use Add Step to create each stage of your process.

When you add or edit a step, you can configure:

• Step Name -- the column heading (for example, "Welcome Call" or "Awaiting Registration").
• Due in (days) -- automatically sets a due date when a card enters this step. Cards past their due date are flagged as Overdue.
• Default assignee -- the person or group new cards on this step are assigned to automatically.
• Automated actions -- things the system does on its own when a card arrives (see below).
• Routing -- where the card goes when it leaves the step (see Routing).

Drag step columns into the order that matches your process. The order also defines the default path a card takes when no other routing applies.

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Save a new step first. Automated actions and routing attach to the step, so the editor unlocks those sections once the step exists.

Automated Actions

Every step can carry a list of automated actions that run by themselves the moment a card enters the step -- before anyone touches it. This is how a step both prompts a volunteer and takes care of the routine work around the follow-up.

In the step editor, open Automated actions, click Add Action, choose a type, fill in its settings, and click the save icon on that action. Add as many as you need; they run top to bottom in order.

Action	What it does
Send email	Emails the person an email template you choose. You can override the subject line.
Wait	Pauses the card for a number of days before continuing (see below).
Add to group	Adds the person to a group you pick.
Add to workflow	Starts the person on another workflow -- useful for handing off between processes.
Add note	Records a note in the card's history.
Set field	Updates a field on the person's record: Membership Status, Marital Status, Gender, City, State, or Zip.
Webhook	Sends the card's details to an external web address (URL) you provide, for connecting to other systems.

After all of a step's actions finish, the card rests on that step so a person can work it -- unless the step has an automatic route that moves it onward (see Fully automated steps).

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Automated actions run only when a card arrives through the normal flow -- when it's first added, when an outcome or automatic route brings it in, or after a Wait finishes. They do not re-run when a staff member manually drags a card onto the step or sends it back, so a person won't get the same email twice.

Sending email

Choose Send email, pick one of your email templates, and optionally type a custom subject. When a card enters the step, the person receives that email automatically. (If the person has no email address on file, the step simply skips this action.)

Waiting a few days (drip sequences)

The Wait action holds a card for the number of days you set. While it waits, the card shows as Snoozed. When the wait is over:

1. Any remaining actions on the same step run -- so you can build a drip like Send email → Wait 3 days → Send a reminder email.
2. Then, if the step has an automatic route, the card moves on; otherwise it rests on the step for a person to pick up.

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A Wait at the very start of a step is a simple way to "hold" a card before it surfaces to a volunteer -- for example, Wait 7 days, then a coach reaches out.

Adding People as Cards

There are several ways to put people on a board:

• From the board -- Click Add Card at the bottom of a step column and pick a person. You can also pick a group, and every member of that group is added as a card.
• From a person's record -- Use Add to Workflow on a person's page to drop them onto a workflow.
• From People search -- Select multiple people and use the bulk Add to Workflow action to add them all at once.
• Automatically with a trigger -- Add people when something happens, like a form submission or a first gift (see Triggers below).

Working the Board

Open a workflow to see its board. Each card shows the person's name, who it is assigned to, and a due-date or status chip (Overdue or Snoozed). A step column also shows small badges for any automated actions it runs and annotations for its routing, giving you an at-a-glance map of how cards flow.

• Move a card -- Drag a card from one column to the next as the person progresses.
• Open a card -- Double-click a card (or click it) to open its detail drawer, where you can change the step, reassign it, add notes, and review what's already happened.

From the card drawer you can:

• Assign the card to a different person or group.
• Snooze the card for 1 day, 3 days, or 1 week to temporarily hide its due date.
• Send Back to the previous step or Skip to the next step.
• Pin assignment -- keep the same owner on the card even as it moves between steps. By default, moving a card to a new step reassigns it to that step's default assignee; pinning keeps the current person responsible throughout.
• Complete the card to finish it, or choose an Outcome button if the step has outcomes configured (see Routing).
• Add notes and review the card's history -- including a log of automated actions that have run (emails sent, waits, etc.).

Bulk actions

Select the checkboxes on multiple cards to act on them together. A toolbar appears letting you Complete, Snooze, Reassign, or Move all selected cards to another step at once.

Routing Cards with Outcomes and Conditions

Routing controls where a card goes when it leaves a step. Open a step's editor to configure two kinds of routing.

Outcome buttons

Outcomes are buttons shown on the card drawer when you are completing a card on that step. Instead of a single Complete button, you can offer choices like "Joined a Group" or "Not Interested." Each outcome can:

• Send the card to another step in this workflow,
• Hand the card off to a different workflow entirely, or
• Close the card.

This lets one decision branch the person down different paths.

Automatic routing (conditional)

Automatic routes move a card onward the moment it enters a step (and after its automated actions finish), without anyone clicking, if the person matches a set of conditions. Add a route, choose the target step, and define one or more conditions (for example, a person's campus, age, or membership status). A route with no conditions matches everyone.

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On the board, each step column shows small annotations describing its routing -- for example, an outcome label or "if matches" followed by an arrow to the destination step or workflow.

Fully Automated Steps

You can make a step run entirely on its own, with no one working it. Give the step its automated actions and add an automatic route (with no conditions) pointing to the next step. When a card enters, the actions run, and then the route advances it immediately -- the card passes straight through.

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Combine this with Wait: Send welcome email → Wait 3 days → automatically advance to the "Personal call" step. The email and the timing are handled for you, and a volunteer only sees the card when it's time for the human touch.

Triggers

Triggers add people to a workflow automatically when something happens, so you never have to add cards by hand. On a workflow board, click the Triggers tab, then Add Trigger. There are two kinds:

Event triggers

Fire as soon as a record changes in B1. Choose the event, then optionally add conditions so only matching people are added:

• Person · Created / Updated -- e.g. add anyone whose status becomes Visitor.
• Donation · Created -- e.g. add a first-time or large gift to a thank-you workflow (match on amount, fund, or method).
• Group · Member Joined / Group · Created.
• Form · Submitted -- add anyone who submits a chosen form (great for an "I'm New" or "Connect" card).

Schedule triggers

Run on a recurring basis -- daily, weekly, monthly, or yearly -- against a set of conditions. Use these for time-based outreach such as everyone whose membership anniversary is today or a monthly check-in.

For any trigger you can also set:

• The entry step the new card starts on (defaults to the first step).
• Once per person -- so the same person isn't added to the workflow twice by the trigger.
• Active -- turn the trigger on or off without deleting it.

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Pair a Form · Submitted trigger with the New Visitor Follow-up template to turn your "Connect Card" or "I'm New" form into an automatic follow-up pipeline.

My Cards

Volunteers and staff do not need to dig through every board to find their work. The My Cards page (linked from the Workflows page) lists every card assigned to the current user across all workflows. Clicking a card opens the board it belongs to.

Reports

Open a workflow and click Reports to see analytics for that workflow:

• Overdue -- the number of cards past their due date.
• Cards per Step -- how many cards currently sit on each step, shown as a column chart.
• Completed (30 days) -- throughput over the last 30 days, shown as a line chart.

Use these to spot bottlenecks -- for example, a step where cards pile up and never advance.

Related Articles

• Tasks -- the individual action items that workflow cards are built on
• Automations -- create recurring tasks on a schedule
• Forms -- build the forms that can trigger workflows
• Groups -- the groups an "Add to group" action can place people in
• Roles & Permissions -- control who can view, edit, and manage workflows