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

1. Open **Admin** > **Automations** from the top navigation.
2. Click **Workflows** in the tab strip or on the **Workflows** card.

#### Step 2: Create the workflow

1. Enter a name in the **Name** field of the **Create Workflow** card.
2. Click **Create**. eCourtDate opens the new workflow for editing.

#### Step 3: Set the name, description, and status

1. Review the **Name** field in the **Edit Workflow** card and change it if needed.
2. Enter a short summary of the process in **Description**.
3. Select **draft**, **active**, or **paused** in **Status**. Keep it on **draft** while you are still building.

#### Step 4: Choose a trigger

1. Select one option under **Trigger**. The list holds nine choices.
2. 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

1. Complete the fields that appear under **Trigger Options** for the trigger you selected.
2. For the **Scheduled** trigger, select a **Schedule Type** of **Daily**, **Weekly**, **Monthly**, or **Custom (Cron)**.
3. 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.
4. Check **Skip Weekends** or **Skip Holidays** under **Schedule Rules** when the schedule should skip those days.
5. Leave any field marked Optional blank to cover every record the trigger applies to.

#### Step 6: Add the first step

1. Click **Add Step** above the builder, or click **Add First Step** in the empty builder.
2. Confirm the new step opens with its configuration expanded.

#### Step 7: Choose the action type and fill in its fields

1. Click a card in the **Action Type** grid.
2. Enter a name for the step in **Step Name**.
3. Complete the fields that appear for that action type.
4. Use merge tags such as [ClientName] or [CaseNumber] in any field that accepts them.
5. 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

1. Click the up or down arrow on a step to move it in the sequence.
2. Click the pause icon on a step to disable it. The badge changes from **Active** to **Disabled**.
3. Click the trash icon on a step to delete it.
4. Click **Hide Configuration** to collapse a step, or **Edit Configuration** to open it again.

#### Step 9: Run a test

1. Click **Test Run** above the builder.
2. Review the **Test Run Results** panel for **Steps Executed**, **Duration**, **Successful**, and **Errors**.
3. Click **Show Step Details** to see each step, its action type, and its status.
4. 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

1. Click **Save**.
2. Confirm the "Workflow updated" alert appears.
3. 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

**Q: Do I have to save after adding or editing steps?**

A: Yes. Steps live in the **Workflow Builder** until you click **Save**, so leaving the page with **Close** discards them.

**Q: What happens if I change the Action Type on a step I already configured?**

A: 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.

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

A: 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.

**Q: Can I use merge tags in step fields?**

A: Yes. Fields such as **To Email**, **Subject**, and **Message** accept merge tags like [ClientName] and [CaseNumber].

**Q: How do I remove a workflow I no longer need?**

A: 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

**Issue:** The **Test Run** button will not respond.

**Symptoms:** **Test Run** is greyed out on a new workflow.

**Solution:**

1. Click **Add Step** or **Add First Step** so the workflow has at least one step.
2. Wait for any test already running to finish.
3. Click **Test Run** again.

**Issue:** 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:**

1. Confirm the correct card is selected in the **Action Type** grid.
2. Re-enter the fields for that action type. Only **Step Name** and the enabled state carry over between types.
3. Click **Save**.

**Issue:** The scheduling fields are missing.

**Symptoms:** **Trigger Options** shows no **Schedule Type**, **Time**, or **Cron Expression**.

**Solution:**

1. Select **Scheduled** under **Trigger**. The scheduling fields appear only for that trigger.
2. Select a **Schedule Type**, since **Time**, **Day of Week**, **Day of Month**, and **Cron Expression** each appear only for the matching type.
3. 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.

### Related Articles

- [Automations overview](/automations-overview)
- [How to build automated workflows](/how-to-build-automated-workflows)
- [How to manage automations](/how-to-manage-automations)
- [How to Use Merge Tags](/how-to-use-merge-tags)
- [Roles and Permissions](/roles-and-permissions)