Workflows

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title: Triggers and steps description: The building blocks of a workflow: what starts it and what it does. order: 2#

Every workflow is one trigger and a chain of steps. This page covers both.

Triggers#

The trigger is the event that starts a workflow run. Common triggers:

  • Testimonial submitted: fires when a customer submits a testimonial on a collection form, before you review it.
  • Testimonial approved: fires when you approve a testimonial in the dashboard.
  • Webhook: fires when an external system calls a Kudoso webhook URL, so you can start a workflow from your own app or another tool.

Choose the trigger that matches when you want the automation to run. A thank-you should fire on approved, so customers only hear from you once you have actually accepted their testimonial.

Steps#

Steps run in order, top to bottom, once a run starts. The main step types:

1

Send email

Send an email, using one of your email templates. This is the most common step: a thank-you, a follow-up, a referral ask.

2

Wait

Pause the run for a set amount of time before the next step, for example "wait 3 days". This is how you space a follow-up sequence.

3

Conditional branches

Send the run down different paths depending on the data, so one workflow can handle more than one case.

A worked example#

A simple two-touch thank-you and referral flow:

  1. 1Trigger: Testimonial approved.
  2. 2Step: Send email, your "Thank you" template.
  3. 3Step: Wait 3 days.
  4. 4Step: Send email, your "Would you refer a friend?" template.

When you approve a testimonial, the customer gets a thank-you immediately, then a gentle referral ask three days later. You set it up once.

Tip

Waits are what make a sequence feel human. Two emails back to back read as a blast. The same two emails with a few days between them read as a person following up.

Safety limits#

Workflows have built-in guard rails so a misconfigured flow cannot loop forever or stall indefinitely. A run that exceeds a sane number of steps stops itself, and waits are capped at a reasonable maximum.

Next steps#