Workflow Concepts

Understanding triggers, actions, variables, and how they work together.

What is a Workflow?

A workflow is an automated sequence that runs when something happens on your site. Every workflow has:

1. One Trigger - The event that starts the workflow
2. One or More Actions - Tasks that execute when triggered
3. Variables - Dynamic data passed between steps

Triggers

Triggers are events that start your workflow. When the trigger condition is met, Sequensy executes all the actions in your workflow.

Trigger Categories

Trigger Data

Each trigger provides data about the event. For example, the “Order Created” trigger provides:

• Order ID, status, total
• Customer billing/shipping info
• Order items and quantities
• Payment method

This data becomes available as workflow variables.

Actions

Actions are tasks your workflow performs. They execute in sequence after the trigger fires.

Action Categories

Action Configuration

Each action has configurable fields:

• Required fields - Must be set for the action to work
• Optional fields - Additional customization
• Dynamic fields - Accept workflow variables

Workflow Variables

Variables let you pass data from triggers to actions. They use the {{Variable.path}} syntax.

Basic Usage

{{Trigger.user_email}}
{{Trigger.order_id}}
{{Trigger.billing.first_name}}

Nested Data

Access nested properties with dot notation:

{{Trigger.billing.address_1}}
{{Trigger.shipping.city}}
{{Trigger.items[0].name}}

Variable Sources

Conditional Logic

Control which actions run based on conditions.

Simple Conditions

If {{Trigger.total}} > 100
  → Send VIP thank you email
Else
  → Send standard thank you email

Condition Operators

Workflow Execution

Sequential Processing

Actions execute one after another:

Trigger
  ↓
Action 1 (completes)
  ↓
Action 2 (completes)
  ↓
Action 3 (completes)
  ↓
Workflow Complete

Async Execution

By default, workflows run asynchronously using WordPress job queue. This means:

• They don’t slow down your site
• They can process even after the page loads
• They’re retried if they fail temporarily

Error Handling

When an action fails:

1. The error is logged with details
2. The action is retried (up to 3 times)
3. If it still fails, the workflow continues or stops (configurable)

Activity Logging

Every workflow execution is logged:

Access logs from Sequensy > Activity to:

• Debug workflow issues
• Track execution history
• Monitor success rates

Best Practices

Keep Workflows Focused

• One workflow per automation goal
• Easier to debug and maintain
• Better activity log clarity

Use Descriptive Names

Good: "Send welcome email to new customers"
Bad: "Workflow 1"

Test Before Activating

1. Create with test data
2. Review the preview
3. Activate and monitor logs
4. Adjust as needed

Handle Edge Cases

• What if email is empty?
• What if order has no items?
• What if the API is down?

Use conditions and defaults to handle these gracefully.

Next Steps

• Workflow Builder Guide - Master the visual interface
• Workflow Variables - Advanced variable usage
• Conditional Logic - Complex condition patterns