PLATFORM · CAPABILITY
Workflows and rules
Workflows in EveryonePlans are rules that run on what happens in the system: when a lead arrives, when a job completes, when an invoice ages — with waiting, branching and human approval steps, so automation can include the parts that need a person.
01THE PROBLEM
Why this is worth having
Automation usually fails in one of two ways. Either it is too simple to be useful — one trigger, one action — or it becomes an unreadable web that nobody dares change because no one remembers what it does. The second is worse, because it looks like it is working.
02HOW IT WORKS
The mechanism
- Workflows run off events the modules already emit, so a rule sees what actually happened rather than polling for changes.
- A workflow can wait — for a date, for a condition, for a person to approve a step — which is what separates real process from a chain of instant reactions.
- Branching is explicit and readable. The intent is that somebody who did not write it can open it in a month and say what it does.
- Human tasks are part of the flow rather than an exit from it: the automation pauses, asks somebody, and continues with their answer.
02bWITHOUT SIGNING IN
What it looks like.
SC-workflows-and-rules · TO BE SUPPLIEDSTILL · 16:9
Workflows and rules — screenshot
REAL SCREEN CAPTURE, NOT GENERATED. A workflow canvas with a wait step and a human-approval step visible, so it is obviously more than trigger-and-action. Capture at 1600x900 with believable seeded data — real-looking names, dates within the next two weeks, non-round money amounts — and blur anything identifying a real customer.
DROP AT
/art/screens/workflows-and-rules.png03WORKED EXAMPLE
Chasing an invoice without nagging a good customer
- An invoice passes fourteen days unpaid, which is an event.
- The workflow checks whether a payment plan exists; if it does, it stops there.
- If not, it sends a reminder under your brand and waits seven days.
- Still unpaid, it creates a human task for whoever owns the account rather than escalating automatically — because the next message is a judgement call, not a rule.
04QUESTIONS
About workflows and rules
What can trigger a workflow?
Anything the system records as an event — a lead arriving, a stage changing, a job completing, an invoice ageing, a form being submitted, a scheduled date passing. Rules react to what happened rather than checking on a timer.
Can a workflow ask a person before it continues?
Yes. A human approval step pauses the workflow, assigns a task, and resumes with the answer — so automation covers the routine parts without making decisions that need judgement.
05READ NEXT
Messaging and notificationsEmail and SMS that come from your brand, are logged against the record, and can be reviewed before they go out.Tasks and projectsWork broken down, assigned, sequenced and tracked to done — including recurring work, which is where most task tools quietly give up.API and webhooksA versioned REST API over the whole system, with idempotency keys, cursor pagination, signed webhooks and a sandbox.
TRY IT
Reading about it only gets you so far.
Create an account and use it. It costs nothing to look, and you will learn more in twenty minutes of clicking than in any amount of this page.