Workflows

Workflows do the busywork: opening cases before a deadline, chasing documents, sending reminders, closing what's gone quiet. You build them on a canvas without code, and every run keeps a receipt.

Anatomy of a workflow#

A workflow is trigger → conditions → actions.

• Triggers. A record created or updated, a flow item changing stage, a task or note, a form submission, a chatbot session completing — or a repeating schedule.
• Conditions. Branch on field values with 16 operators: equals, not equals, less or greater than, between, contains, starts or ends with, in, is true, is empty and more.
• Actions. Find records, update fields, create tasks and notes, move cards between stages, and send messages through your connected accounts. Add delays and branches between steps.

Build, test, turn on#

1. Workflows → New workflow, then open the Editor.
2. Add the trigger and steps. Each node shows its health, and the workflow is flagged Incomplete until every step is filled in.
3. Press Test to run it without going live. Test runs stay out of the statistics unless you include them.
4. Switch it on. The workflow shows Active and Healthy.

Every workflow keeps a Versions tab, so you can see what changed and when.

Runs and diagnostics#

A workflow's overview shows its runs in the last 30 days, success rate, failures, runs in flight, average duration and lifetime runs. Charts show runs per day and average duration. Failing steps lists the steps that failed most, counted from step-level events, with the error message.

The Workflow Runs tab lists every run across the organisation — status, start time, duration and what triggered it — with View logs and Run again on each.

Example: a renewal reminder cascade#

The demo brokerage's Renewals — reminder cascade runs on a schedule every morning:

1. Find policies whose expiry is 90, 60, 45, 30, 15 or 7 days away.
2. Create a task for the policy's owner.
3. Send the approved WhatsApp template Renewal reminder to the customer.
4. Move the card on the Policy Renewal board to Follow-up cascade.

Sibling workflows open a renewal case 90 days before expiry, mark policies Expired once the date passes, and auto-close cards stuck at Will do it soon.

Through the API#

Workflows live under /docs/api/workflows:

• GET /workflows and GET /workflows/{id} read workflows;
• POST /workflows creates one from a name;
• PATCH and DELETE /workflows/{id} edit and remove them;
• GET /workflows/runs lists runs, paged with limit and cursor;
• POST /workflows/{id}/test test-runs a workflow.

Reading needs workflows:view; everything else needs workflows:manage. The public reference doesn't document the shape of a workflow's step graph, so build the steps in the console editor.

curl -X POST https://api.klerc.co/api/v1/workflows/$WORKFLOW_ID/test \  -H "Authorization: Bearer $KLERC_TOKEN"