Automate the busywork
Workflows in creavio let you automate the repetitive tasks that eat into your creative time. Instead of manually sending confirmation emails, follow-up reminders, or task assignments, you set up a workflow once and let creavio handle it going forward. Think of workflows as your virtual assistant — they run in the background so you can focus on your craft. This guide introduces the concept and walks you through your first automation.
Before you begin
- Identify one repetitive task you do for every client (e.g., sending a booking confirmation, a "thank you" email after a session, or a payment reminder).
- Have an Email Template ready if your workflow involves sending an email (see Getting started with Email Templates).
Step-by-step
- Navigate to Workflows. Open the Comms tile from your home dashboard or All Apps, then switch to the Automations tab to open the automation builder.
- Create a new workflow. Click New Workflow and give it a descriptive name like "Post-Booking Confirmation" or "Gallery Delivery Follow-Up."
- Choose a trigger. The trigger is what starts the workflow. Common triggers include: a booking is confirmed, an invoice is paid, a contract is signed, or a collection is shared.
- Add actions. Actions are what happen after the trigger fires. Add one or more actions like: send an email, create a task, wait a number of days, or update a client tag.
- Configure each action. For email actions, select the email template and customize any details. For task actions, define the task name and due date. For delays, set how many days or hours to wait before the next action.
- Test your workflow. Use the preview mode to walk through the workflow step by step and confirm each action does what you expect before going live.
- Activate the workflow. Toggle the workflow to Active. From now on, every time the trigger event occurs, the workflow runs automatically.
Pro tips
- Start simple. Your first workflow should have one trigger and one or two actions. You can add complexity later.
- Use delays strategically. A "thank you" email sent 2 hours after a session feels thoughtful. The same email sent 5 days later feels forgotten.
- Name your workflows clearly. When you have 10+ automations running, good names save you from confusion.
What's next
Build on your first workflow by exploring more triggers and actions. Check out Getting started with Tasks to learn how workflows can auto-create tasks, and Getting started with Email Templates to create the emails your workflows send.