Workflow Automation Guide

Introduction

Workflow automation allows you to create custom automated processes without writing code. Similar to tools like Zapier or Make, you can build workflows that automatically perform actions when certain conditions are met.

Getting Started

Creating Your First Workflow

1. Navigate to Automation in the main menu
2. Click Create New Workflow
3. Give your workflow a name and description
4. Choose a trigger type
5. Build your workflow using the visual editor
6. Test your workflow
7. Activate when ready

Understanding Triggers

Triggers determine when your workflow runs. There are four types of triggers:

Scheduled Triggers

Run your workflow at specific times or intervals.

Example: Send a weekly report every Monday at 9 AM

Schedule: 0 9 * * 1
Timezone: America/New_York

Webhook Triggers

Start your workflow when an external system sends a request to a unique URL.

Example: Process data from a third-party service

• System automatically generates a secure webhook URL
• Share this URL with the external service
• Workflow runs when the URL receives data

Event Triggers

Automatically run when something happens in Domavia.

Available Events:

• Property status changes
• Applications submitted or approved
• Payments received
• Documents uploaded or expiring
• User account updates
• Visa expiration warnings

Example: When a property application is approved, send a welcome email

Manual Triggers

Run the workflow manually whenever you choose from the UI.

Building Workflows

The Visual Builder

The workflow builder uses a drag-and-drop interface:

1. Action Palette (left sidebar): Available actions you can add
2. Canvas (center): Where you build your workflow
3. Properties Panel (right): Configure selected actions

Adding Actions

1. Drag an action from the palette onto the canvas
2. Connect it to other actions by dragging from one node to another
3. Click on the action to configure its settings
4. Use variables to pass data between actions

Using Variables

Variables let you use dynamic data in your workflows:

{{user.name}} - User's name
{{payment.amount}} - Payment amount
{{property.address}} - Property address
{{triggerData.anyField}} - Any field from trigger data

Example Email:

Subject: Welcome {{user.name}}!

Hi {{user.name}},

Your payment of {{payment.amount}} is due on {{payment.dueDate}}.

Property: {{property.address}}

Available Actions

Communication

• Send Email - Send customized emails
• Send SMS - Send text messages
• Send Push Notification - Send mobile notifications

Notifications

• Create Notification - Show in-app notifications

Tasks & Scheduling

• Schedule Task - Create tasks with due dates

Logic & Flow Control

• Conditional Branch - Execute different paths based on conditions
• Delay - Wait for a specific time period
• Set Variable - Store values for later use

Data Operations

• Create Record - Add new data to the system
• Update Record - Modify existing data
• Delete Record - Remove data

Integrations

• HTTP Request - Call external APIs

AI (Premium)

• AI Content Generation - Generate content using AI

Workflow Templates

Start quickly with pre-built templates:

Welcome New Tenant

Automatically send welcome emails and create onboarding tasks when an application is approved.

Payment Reminder

Send payment reminders 3 days before the due date.

Document Expiry Alert

Alert users 30 days before important documents expire.

Property Price Update

Notify interested users when property prices change.

Conditional Logic

Use conditions to create smart workflows that adapt based on your data.

Operators:

• Equals - Exact match
• Not Equals - Different values
• Greater Than - Numeric comparison
• Less Than - Numeric comparison
• Contains - Text contains substring
• Is Empty - Field has no value
• Is Not Empty - Field has a value

Example: Only send high-value alerts if amount > $1,000

IF payment.amount > 1000
  THEN send SMS alert
  ELSE send email notification

Testing Workflows

Before activating your workflow:

1. Click Test Workflow
2. Provide sample data that matches your trigger
3. Review the test results
4. Fix any errors
5. Test again until it works correctly

Managing Workflows

Activating/Deactivating

• Toggle workflows on/off without deleting them
• Inactive workflows don't consume resources
• Reactivate anytime

Viewing History

• See all past executions
• Review success/failure status
• Check execution duration
• View detailed logs for debugging

Editing Workflows

• Click Edit on any workflow
• Modifications create a new version
• Previous versions are preserved
• Each update increments the version number

Best Practices

Keep It Simple

• Break complex workflows into multiple smaller ones
• Each workflow should have one clear purpose
• Use descriptive names

Test Thoroughly

• Always test before activating
• Test with realistic data
• Test edge cases and error scenarios

Use Templates

• Start with a template when possible
• Customize to fit your needs
• Save time and reduce errors

Monitor Performance

• Check execution history regularly
• Review failed executions
• Optimize slow workflows

Handle Errors Gracefully

• Add error handling paths
• Set appropriate timeouts
• Include fallback actions

Common Use Cases

Customer Onboarding

1. Trigger: Application approved
2. Send welcome email
3. Create onboarding checklist
4. Schedule follow-up tasks

Payment Management

1. Trigger: 3 days before due date
2. Check if payment received
3. If not, send reminder email
4. Create notification

Compliance Tracking

1. Trigger: Daily check
2. Find expiring documents
3. Send alerts to users
4. Create renewal tasks

Lead Nurturing

1. Trigger: New property inquiry
2. Send information packet
3. Schedule follow-up
4. Notify sales team

Troubleshooting

Workflow Not Triggering

• Verify workflow is active
• Check trigger configuration
• Review event filters
• Verify webhook URL is correct

Actions Failing

• Check required fields are filled
• Verify permissions
• Review variable syntax
• Check API credentials for integrations

Slow Execution

• Reduce number of actions
• Remove unnecessary delays
• Optimize conditional logic
• Check external API performance

Limits and Quotas

• Free Plan: 100 workflow executions/month
• Pro Plan: 1,000 workflow executions/month
• Enterprise Plan: Unlimited executions

Action Limits:

• Email: 1,000/month (Free), 10,000/month (Pro)
• SMS: 100/month (Pro only)
• AI Generation: Premium only
• HTTP Requests: 500/month (Free), 5,000/month (Pro)

Getting Help

• Visit the Knowledge Base for detailed guides
• Contact Support for assistance
• Join our Community Forum to connect with other users

Frequently asked questions

Q: Can I share workflows with my team? A: Yes, workflows are shared across your organization.

Q: What happens if a workflow fails? A: The system automatically retries with exponential backoff. You'll be notified of persistent failures.

Q: Can I export/import workflows? A: Contact [email protected] to request this feature.

Q: Are there limits on workflow complexity? A: Workflows can have up to 50 nodes for optimal performance.

Q: Can I schedule workflows to run in different timezones? A: Yes, you can specify the timezone for scheduled triggers.

Q: How long are execution logs kept? A: Logs are retained for 90 days.