How to build automated workflows

An automated workflow in eCourtDate is one trigger followed by an ordered list of steps that you build in the **Workflow Builder**. Planning that sequence before you open the builder keeps the build short and makes the result easy to check.

### Overview

A workflow has three parts you decide in advance: the single event that starts it, the steps that run in order, and the status that controls whether it is live. Conditions are not a separate section in eCourtDate. A decision point is a step like any other, so your plan is simply a list of steps in the order they should happen.

- **What it does:** Turns a process you can describe as one starting event plus ordered actions into a saved workflow with a **Trigger**, numbered steps, and a status.
- **Why it matters:** Repetitive work runs the same way every time, and the plan you write first becomes the step list you build.
- **Who uses it:** Staff at your agency who work in **Admin** > **Automations**.
- **Expected outcome:** A workflow whose steps you can reorder, disable, test, and activate without rebuilding it.

### Prerequisites

Before you build a workflow, make sure you have:

- An eCourtDate agency on staging or production
- Access to the **Admin** menu, which lists **Automations**
- A process you can state as one starting event followed by actions in order
- The values each action needs, such as a recipient for **Send Email**, a template for **Generate Document**, or a URL for **Call Webhook**

### How-To Steps

#### Step 1: Plan the workflow before you open the builder

1. Write down the single event that starts the process. A workflow has one trigger, chosen from **Manual**, **Scheduled**, **Case Created**, **Case Updated**, **Event Created**, **Event Updated**, **Client Created**, **Client Updated**, and **Form Submitted**.
2. List the actions in the order they must happen. Each action becomes one step.
3. Match each action to an action type offered in the builder:
   - Messaging: **Send Email**, **Send SMS**, **Send Push Notification**
   - Records: **Create Data**, **Update Data**, **Create Bulk Action**, **Sync to GovPayPlan**
   - Documents: **Generate Document**, **Generate PDF**, **Merge Document**, **Request Signature**
   - AI: **AI Prompt (LLM)**, **AI Analysis**, **AI Classification**, **AI Data Extraction**, **AI Summarization**
   - External and assignment: **MCP Server Call**, **Call Webhook**, **Assign Task**
   - Sequence control: **Conditional Logic**, **Multi-Branch**, **Delay/Wait**
4. Mark every point where the sequence has to make a decision. Use **Conditional Logic** for a single check and **Multi-Branch** where the process splits into several paths.
5. Note the value each step needs, such as the phone number for a **Send SMS** step or the wait time for a **Delay/Wait** step.

#### Step 2: Create the workflow

1. Go to **Admin** > **Automations**.
2. Click the **Workflows** tab.
3. Enter a name in the **Name** field of the **Create Workflow** card.
4. Click **Create**. eCourtDate opens the new workflow, which starts with the status **draft** and the **Manual** trigger.

#### Step 3: Describe the workflow and set the trigger

1. Enter what the workflow does in the **Description** field.
2. Leave **Status** on **draft** while you build.
3. Select your trigger under **Trigger**.
4. Complete the fields that appear under **Trigger Options**. **Scheduled** offers **Schedule Type**, the field that matches the type you pick (**Time**, **Day of Week**, **Day of Month**, or **Cron Expression**), and the **Skip Weekends** and **Skip Holidays** rules, while the record triggers offer optional filters such as **Filter by Case Type (Optional)** or **Filter by Event Type (Optional)**.
5. Click **Save**.

#### Step 4: Add the steps in order

1. Click **Add Step** in the **Workflow Builder** card, or **Add First Step** if the workflow is still empty.
2. Click the card for the action you planned under **Action Type**.
3. Enter a name in the **Step Name** field.
4. Complete the fields that appear for that action type.
5. Repeat for each remaining action in your plan.

#### Step 5: Arrange and review the sequence

1. Click the up or down arrow on a step to move it in the sequence.
2. Click **Edit Configuration** on any step to reopen its fields, and **Hide Configuration** to collapse them again.
3. Click the pause icon on a step you want to keep but not run. Its badge changes to **Disabled**.
4. Click the trash icon on any step you no longer need.
5. Click **Save**.

#### Step 6: Test the sequence

1. Click **Test Run** in the **Workflow Builder** card.
2. Review the **Test Run Results** panel, which reports **Steps Executed**, **Duration**, **Successful**, and **Errors**.
3. Click **Show Step Details** to read the result for each step, and **Hide Step Details** to collapse the list.
4. Click **Close** on the panel when you are finished.

**Test Run** walks the enabled steps in the builder and reports sample results for each one. It does not send messages, create records, or call external services, so treat it as a check on your step list rather than proof of live delivery.

#### Step 7: Activate the workflow

1. Select **active** in the **Status** field.
2. Click **Save**.
3. Click **Close** to return to the **Workflows** list.
4. Confirm the row shows the trigger you chose and the expected number of **Steps**.

### What to Expect

The **Workflow Builder** draws the workflow from top to bottom: a **When this happens** node showing your trigger, one numbered node for each step, and a **Workflow Complete** node with the step count. Clicking **Save** stores the workflow along with its steps and shows a **Workflow updated** message. On the **Workflows** list, each row shows **Name**, **Trigger**, **Steps**, **Status**, and **Last Run**, which reads **Never Run** until the workflow has run. Changes take effect as soon as you save.

### Best Practices

- Keep **Status** on **draft** until every step has an action type and a name.
- Name each step, since the builder labels a step without one "Unnamed step".
- Use merge tags such as [ClientEmail] and [ClientPhone] in recipient fields so one workflow serves every record.
- Narrow the workflow at the trigger with **Trigger Options** rather than adding a step to filter later.
- Pause a step instead of deleting it while you are still testing, then click **Save**.

### Frequently Asked Questions

**Q: How many triggers can one workflow have?**

A: One. **Trigger** is a list of options where selecting one replaces the previous choice, so build a second workflow if another event needs the same actions.

**Q: Where do conditions live if there is no conditions section?**

A: Conditions are steps. Add a step and select **Conditional Logic** for a single check, or **Multi-Branch** to route the workflow into several **Branch Paths**.

**Q: Does Test Run send real messages or change records?**

A: No. **Test Run** reports sample results for the enabled steps so you can review the sequence. Nothing is sent, created, or called.

**Q: Can a workflow run on a schedule instead of a record event?**

A: Yes. Select **Scheduled** as the trigger, then set **Schedule Type** to **Daily**, **Weekly**, **Monthly**, or **Custom (Cron)** and complete the field that appears.

**Q: How do I stop a workflow without losing the steps?**

A: Select **paused** in the **Status** field and click **Save**. To take it out of the default list as well, click **Tools** and select **Archive**.

### Troubleshooting

**Issue:** The **Test Run** button cannot be clicked.

**Symptoms:** The button stays inactive in the **Workflow Builder** card.

**Solution:**

1. Add at least one step, because **Test Run** stays inactive while the workflow has no steps.
2. Wait for any save or test run already in progress to finish.
3. Click **Test Run** again.

**Issue:** A step loses its settings when you change its action type.

**Symptoms:** Fields you filled in for the previous action type are empty after you click a different card under **Action Type**.

**Solution:**

1. Choose the action type first, since selecting a new one clears every field on that step except **Step Name**.
2. Re-enter the fields for the new action type.
3. Click **Save**.

**Issue:** A step is skipped during a test run.

**Symptoms:** The step appears in the builder with a dashed border, and its badge reads **Disabled**.

**Solution:**

1. Click the play icon on that step to enable it. The badge changes to **Active**.
2. Click **Save**.
3. Click **Test Run** and confirm the step now appears in the results.

> **Important:** If you continue to experience issues after following these troubleshooting steps, sign in to eCourtDate and create a ticket by clicking the help button in the bottom right corner of the screen and selecting **New support ticket**.

### Related Articles

- [Automations overview](/automations-overview)
- [How to create workflows](/how-to-create-workflows)
- [How to manage automations](/how-to-manage-automations)
- [How to Create an Auto Message](/how-to-create-an-auto-message)
- [How to Create a Flow](/how-to-create-a-flow)