How to Create Workflows
Workflows in eCourtDate give your agency a builder for designing a multi-step automation, where you pick a trigger and then add the steps that follow it. This article shows you how to create a workflow, choose its trigger, and configure each step in the Workflow Builder.
Overview
A workflow is a saved record made up of a Name, a Description, a Status, one Trigger, the options for that trigger, and an ordered list of steps. You build the steps in the Workflow Builder, where each step uses one of 22 action types such as Send Email, Assign Task, or Delay/Wait.
- What it does: Lets you define a trigger, its filters, and an ordered set of steps in one place.
- Why it matters: Keeps a repeatable process documented where your team can review it, reorder it, and update it.
- Who uses it: Agency administrators who manage automations under Admin > Automations.
- Expected outcome: A saved workflow that appears on the Workflows list with its Trigger and Status.
Prerequisites
Before you create a workflow, make sure you have:
- An eCourtDate account that can open Admin > Automations
- A role that includes the create and update permissions for workflows, or super admin access
- A plan for the process you want to automate, including the trigger and the order of the steps
- The merge tag names for any client, case, or event values you want to insert into a step
How-To Steps
Step 1: Open the Workflows page
- Open Admin > Automations from the top navigation.
- Click Workflows in the tab strip or on the Workflows card.
Step 2: Create the workflow
- Enter a name in the Name field of the Create Workflow card.
- Click Create. eCourtDate opens the new workflow for editing.
Step 3: Set the name, description, and status
- Review the Name field in the Edit Workflow card and change it if needed.
- Enter a short summary of the process in Description.
- Select draft, active, or paused in Status. Keep it on draft while you are still building.
Step 4: Choose a trigger
- Select one option under Trigger. The list holds nine choices.
- Confirm the fields under Trigger Options change to match your selection.
| Trigger | Trigger Options that appear |
|---|---|
| Manual | None. The builder notes that the workflow is triggered manually. |
| Scheduled | Schedule Type, the field for that schedule type, and Schedule Rules |
| Case Created, Case Updated | Filter by Status (Optional) and Filter by Case Type (Optional) |
| Event Created, Event Updated | Filter by Event Type (Optional) |
| Client Created, Client Updated | Filter by Client Type (Optional) |
| Form Submitted | Form ID/Name and Filter by Field Value (Optional) |
Step 5: Set the trigger options
- Complete the fields that appear under Trigger Options for the trigger you selected.
- For the Scheduled trigger, select a Schedule Type of Daily, Weekly, Monthly, or Custom (Cron).
- Fill in the field that appears for that schedule type: Time for daily, Day of Week for weekly, Day of Month for monthly, or Cron Expression for custom.
- Check Skip Weekends or Skip Holidays under Schedule Rules when the schedule should skip those days.
- Leave any field marked Optional blank to cover every record the trigger applies to.
Step 6: Add the first step
- Click Add Step above the builder, or click Add First Step in the empty builder.
- Confirm the new step opens with its configuration expanded.
Step 7: Choose the action type and fill in its fields
- Click a card in the Action Type grid.
- Enter a name for the step in Step Name.
- Complete the fields that appear for that action type.
- Use merge tags such as [ClientName] or [CaseNumber] in any field that accepts them.
- Repeat Step 6 and Step 7 for each additional step.
The Action Type grid offers these cards, listed here by purpose:
| Purpose | Action Type cards |
|---|---|
| Messaging | Send Email, Send SMS, Send Push Notification |
| Data | 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 |
| Integrations | MCP Server Call, Call Webhook |
| Tasks and routing | Assign Task, Conditional Logic, Multi-Branch, Delay/Wait |
Each card opens its own fields. These are the ones you use most often:
| Action Type | Fields |
|---|---|
| Send Email | To Email, Subject, Message |
| Send SMS | To Phone Number, Message |
| Create Data | Data Type, Field Mappings |
| Update Data | Data Type, Update Condition, Field Updates |
| Assign Task | Assign To, Task Title, Task Description, Due Date |
| Delay/Wait | Delay Duration |
| Multi-Branch | Branch Based On, then Add Path for each Branch Name, condition, and Steps in This Branch |
Data Type covers case, event, client, contact, payment, bond, warrant, and citation.
Step 8: Order and enable the steps
- Click the up or down arrow on a step to move it in the sequence.
- Click the pause icon on a step to disable it. The badge changes from Active to Disabled.
- Click the trash icon on a step to delete it.
- Click Hide Configuration to collapse a step, or Edit Configuration to open it again.
Step 9: Run a test
- Click Test Run above the builder.
- Review the Test Run Results panel for Steps Executed, Duration, Successful, and Errors.
- Click Show Step Details to see each step, its action type, and its status.
- Click Close on the results panel to dismiss it.
Test Run is a preview inside the builder. It skips steps you disabled, and it does not send messages, create records, or call external services. The results are simulated, so treat them as a walkthrough of the sequence rather than a check on each step's configuration.
Step 10: Save the workflow
- Click Save.
- Confirm the "Workflow updated" alert appears.
- Click Close to return to the Workflows list.
What to Expect
Saving stores the Name, Description, Status, Trigger, trigger options, and every step on the workflow record, and eCourtDate shows a "Workflow updated" alert. Steps you add or edit stay in the builder only until you save, so click Save before you click Close. The workflow then appears on the Workflows list, which has columns for Name, Trigger, Steps, Status, Last Run, Creator, Created, and Updated. Test Run results are a preview in your browser and are not saved with the workflow.
Best Practices
- Give every step a clear Step Name, since that name appears on the step card and in Test Run Results.
- Pick the Action Type before you fill in any fields, because switching the type clears what you already entered.
- Keep Status on draft while you build, and change it to active only when every step is complete.
- Use merge tags such as [ClientName] and [CaseNumber] in step fields instead of hard coded values.
- Disable a step rather than deleting it when you may want it back later.
Frequently Asked Questions
Do I have to save after adding or editing steps?
Yes. Steps live in the Workflow Builder until you click Save, so leaving the page with Close discards them.
What happens if I change the Action Type on a step I already configured?
The step keeps its Step Name and its enabled state, and the fields from the previous action type are cleared. Re-enter the configuration for the new type.
Does Test Run send real messages or change records?
No. Test Run previews the sequence in the builder, reports Steps Executed, Duration, Successful, and Errors, and skips disabled steps. Nothing is sent, created, or updated.
Can I use merge tags in step fields?
Yes. Fields such as To Email, Subject, and Message accept merge tags like [ClientName] and [CaseNumber].
How do I remove a workflow I no longer need?
Open the workflow and choose Tools > Archive or Tools > Trash. To find it again, go to the Workflows list, check Archived or Trashed, and click Search.
Troubleshooting
The Test Run button will not respond.
Symptoms: Test Run is greyed out on a new workflow.
Solution:
- Click Add Step or Add First Step so the workflow has at least one step.
- Wait for any test already running to finish.
- Click Test Run again.
Step fields you filled in are now blank.
Symptoms: The configuration you entered disappears after you click a different card in the Action Type grid.
Solution:
- Confirm the correct card is selected in the Action Type grid.
- Re-enter the fields for that action type. Only Step Name and the enabled state carry over between types.
- Click Save.
The scheduling fields are missing.
Symptoms: Trigger Options shows no Schedule Type, Time, or Cron Expression.
Solution:
- Select Scheduled under Trigger. The scheduling fields appear only for that trigger.
- Select a Schedule Type, since Time, Day of Week, Day of Month, and Cron Expression each appear only for the matching type.
- Click Save.
Important: If you continue to experience issues after following these troubleshooting steps, sign in to eCourtDate and create a ticket by clicking the ticket button in the bottom right corner of the screen.