⚡ Workflows & Automation Overview
Workflows (also called Macros) automate repetitive tasks in RepairMinder. From follow-up emails to review requests, workflows save time and ensure consistent communication.
What is a Workflow?
A workflow is a series of automated actions that trigger based on events or schedules. They can:
- Send emails after a time delay
- Add internal notes automatically
- Change ticket/order statuses
- Request customer reviews
- Send reminders and follow-ups
How Workflows Work
Trigger Event → Initial Action → Wait → Stage 1 → Wait → Stage 2 → Complete
Workflow Components
| Component | Description |
|---|---|
| Trigger | What starts the workflow (manual or automatic) |
| Initial Action | First action to perform immediately |
| Stages | Subsequent actions with delays between them |
| Variables | Dynamic content inserted into messages |
Example Workflow: Follow-Up Sequence
"Post-Repair Follow-Up"
- Trigger: Order marked as "Collected"
- Initial Action: Send thank you email
- Wait 3 days
- Stage 1: Send review request email
- Wait 7 days
- Stage 2: If no review, send gentle reminder
- Complete
Workflow Types
Manual Workflows
Started by clicking a button on a ticket or order:
- Quick quotes
- Information requests
- Custom follow-ups
Automatic Workflows
Triggered by system events:
- Status changes
- Ticket creation
- Order completion
System Workflows
Pre-built workflows for common tasks:
- Review request sequence
- Abandoned enquiry follow-up
- Payment reminder
Workflow Status
| Status | Description |
|---|---|
| Running | Workflow is active, stages executing |
| Paused | Temporarily halted (can resume) |
| Completed | All stages finished |
| Cancelled | Stopped before completion |
Key Features
⏱️ Time Delays
Configure delays between stages:
- Minutes
- Hours
- Days
- Weeks
📧 Email Actions
Send templated emails with:
- Dynamic variables (customer name, device, etc.)
- Custom subject lines
- HTML formatting
📝 Note Actions
Automatically add internal notes for:
- Activity logging
- Reminders for staff
- Status documentation
🔄 Status Changes
Automatically update statuses:
- Move to next stage
- Mark as complete
- Flag for attention
⏸️ Pause on Reply
If a customer replies during a workflow:
- Pause the sequence
- Alert the team
- Resume manually or cancel
Next Steps
- Creating Workflows - Build your own workflows
- Review Requests - Set up review collection
- Variables - Available dynamic content