How workflows work

Workflows automate how and when customers receive notifications — for example, when a product is back in stock. Instead of sending messages manually, you can create a visual flow of actions that automatically execute when specific events occur

Each workflow is a visual sequence of Triggers → Conditions → Actions that runs automatically when a restock event happens.

Elements	Requirement	Description
Triggers	Required, exactly	Define when a workflow starts by responding to a specific event or customer action.
Conditions	Optional, multiple	Define the logical rules that determine how a workflow branches or proceeds.
Actions	Optional, multiple	Define what the workflow does as an outcome.

Workflow system

The Workflow System enables automated, event-driven sequences where Triggers, Conditions, and Actions work together to execute dynamic customer notifications.

Triggers

Triggers are events that start a workflow execution. Each workflow must have exactly one trigger.

Trigger	Event type	When it fires	Primary use case	Data available
Customer signed up	customer.signed_up	Customer submits "Notify Me" form	Confirmation emails, signup incentives	Email, product/variant ID, timestamp, source, consent
Product restocked	product.restocked	Inventory changes from 0 to > 0	Send restock notifications to waitlist	Product/variant ID, inventory level, subscriber list, campaign ID

Conditions

Conditions control workflow logic by creating branches based on criteria. Workflows can have multiple conditions that determine which path to follow.

Condition	Evaluates	Available options	Configuration	Use cases
An event occurred (Event-based)	Has a specific event happened?	- Email opened - Email clicked - Customer unsubscribed - Customer purchased	Event type, time email selection (optional)	Engagement-based routing, purchase verification
Customer (Data comparison)	Does customer data match criteria?	8 customer fields with flexible operators	Field selector, operator, compare value, AND/OR logic	Customer segmentation, VIP identification, targeting

An event occurred

Description: Check if specific customer engagement events have happened

Available events	Condition	Evaluates to	Use case
Email Opened	email.opened	True if customer opened any email in this workflow	Send follow-up only if customer engaged
Email Clicked	email.clicked	True if customer clicked any link in the email	High-intent customers get priority offers
Customer Unsubscribed	customer.unsubscribed	True if customer opted out of notifications	Stop all further communications
Customer Purchased	customer.purchased	True if customer bought the product (within attribution window)	Stop follow-ups after conversion

Configuration options:

• Event type selection (dropdown)

• Specific email selection (which email in workflow): Optional field, leave blank if applies to any email

Customer

• Description: Filter based on customer profile data and behavior patterns

• Condition Type: Flexible customer data comparison with configurable operators

Available customer data fields

Field	Data Type	Description
Order Count	Number	Total number of orders placed
Total Spent	Number	Lifetime customer spending
Signed Up Date	Date	When customer signed up for notification
Last Order Date	Date	Date of most recent order
Customer Tags	Text/Array	Tags assigned to customer
Accepts Marketing	Boolean	Email marketing opt-in status

Available operators

Data Type	Operators	Example
Number	Equals, Not equals, Greater than, Less than, Greater than or equal, Less than or equal	Order Count > 5
Currency	Equals, Not equals, Greater than, Less than, Greater than or equal, Less than or equal	Total Spent >= $500
Date	Is, Is not, Is before, Is after, Is between, Days ago (relative), Days from now (relative)	Signed Up Date > 30 days ago
Text	Equals, Not equals, Contains, Does not contain, Starts with, Ends with	Customer Tags contains "VIP"
Boolean	Is true, Is false	Accepts Marketing is true

Date comparison operators

Operator	Type	How It Works	Example	Matching Logic
Is	Absolute	Exact date match (ignoring time)	Signed Up Date IS November 11, 2025	✅ Nov 11, 2025 (any time) ❌ Nov 10 or Nov 12, 2025
Is not	Absolute	Does NOT match specific date	Last Order Date IS NOT November 11, 2025	✅ Any date except Nov 11 ❌ Nov 11, 2025
Is before	Absolute	Earlier than specified date	Signed Up Date IS BEFORE November 1, 2025	✅ Oct 31, 2025 or earlier ❌ Nov 1, 2025 or later
Is after	Absolute	Later than specified date	Last Order Date IS AFTER October 1, 2025	✅ Oct 2, 2025 or later ❌ Oct 1, 2025 or earlier
Is between	Absolute	Within date range (inclusive)	Signed Up Date IS BETWEEN Oct 1, 2025 AND Oct 31, 2025	✅ Oct 1 through Oct 31 ❌ Before Oct 1 or after Oct 31
Days ago	Relative	Past date calculated dynamically	Signed Up Date > 30 days ago (Running On Nov 11)	✅ Oct 11, 2025 or earlier ❌ Oct 13, 2025 or later
Days from now	Relative	Future date calculated dynamically	Signed Up Date < 7 days from now (Running On Nov 11)	✅ Nov 18, 2025 or earlier ❌ Nov 19, 2025 or later

Advanced configuration:

Multiple conditions (AND logic):

• All conditions must be true

• Example: "Total Spent > $500 AND Order Count > 5"

• Use case: Very specific targeting

Condition groups (OR logic):

• At least one condition must be true

• Example: "Total Spent > $500 OR Customer Tags contains 'VIP'"

• Use case: Multiple paths to qualification

Actions

Actions are tasks that are executed when triggered or after specific conditions are met. Multiple actions can be chained together in sequence.

Action	Category	Purpose	Key Features
Send Follow-up Email	Communication	Send additional email to customer	Template selection, delay, conditional send, Liquid variables
Send Internal Email	Team Communication	Notify store team about events	Multiple recipients, trigger conditions, performance data
Create Draft Order	Sales Facilitation	Pre-filled order with checkout link	Auto-populate product, apply discount, one-click checkout
Create Discount Code	Incentive	Generate discount code for customer	Unique/shared codes, flexible types, expiry dates, usage limits
Add Customer Tags	Segmentation	Tag customer profile for targeting	Multiple tags, static/dynamic, future campaign use
Send SMS	Communication	Text message notification	160 chars, opt-in compliance, link shortening
Send Push Notification	Communication	Browser/app push alert	Action buttons, deep linking, real-time

Send Follow-up Email

Description: Send an additional email to the customer after the initial notification

Configuration Options:

• Email Template: Select from template library or create new

• Send Delay: Immediate or scheduled delay (hours/days)

• Conditional Send: Only if customer hasn't purchased

• Subject Line: Customizable with variables

• Content: Rich text editor with Liquid variables

Available Variables:

• {{ customer.first_name }}

• {{ customer.email }}

• {{ product.title }}

• {{ product.url }}

• {{ product.image }}

• {{ variant.title }}

• {{ discount_code }} (if generated in workflow)

Use Cases:

• Reminder email 24-48 hours after initial notification

• Urgency email ("Low stock remaining!")

• Last chance email before attribution window closes

• Re-engagement for non-openers

Send Internal Email

Description: Notify store team/admin about workflow events or high-demand products

Configuration Options:

• Recipient Email(s): Comma-separated list or role-based (store owner, inventory manager)

• Email Template: Internal notification format

• Trigger Condition: When to send (e.g., 100+ subscribers, low stock)

• Content: Summary data about the event

Available Data in Email:

• Product/variant information

• Number of subscribers waiting

• Current inventory level

• Campaign performance metrics

• Subscriber list (optional, with privacy controls)

Use Cases:

• Alert inventory team when 100+ customers waiting

• Notify manager of high-demand products

• Daily digest of restock activity

• Low inventory warnings with waitlist data

Business Value:

• Data-driven inventory planning

• Demand forecasting

• Proactive restocking decisions

Create Draft Order

Description: Generate a pre-filled Shopify draft order with checkout link for easy purchase

Configuration Options:

• Product/Variant: Auto-populate from subscription

• Quantity: Default 1, customizable

• Applied Discount: Optional discount code or percentage

• Line Item Properties: Custom data (e.g., "From Waitlist")

• Note: Internal note on draft order

• Checkout Link: Generate and include in email

Use Cases:

• One-click purchase for VIP customers

• Pre-applied discount for waitlist subscribers

• Reduced friction checkout experience

• Priority access to limited inventory

Customer Experience:

• Click link → Pre-filled cart → One-click checkout

• Discount automatically applied

• Faster conversion

Business Value:

• Higher conversion rates (reduce steps to purchase)

• Track waitlist revenue separately

• VIP customer experience

Create Discount Code

Description: Generate a unique or shared discount code for the customer

Configuration Options:

• Discount Type:

  • Percentage off (e.g., 10%)

  • Fixed amount off (e.g., $5)

  • Free shipping

• Discount Value: Amount or percentage

• Code Type:

  • Unique per customer (one-time use)

  • Shared code (multiple uses)

• Usage Limits:

  • Uses per customer: 1 (default)

  • Total uses: Unlimited or limited

• Minimum Requirements:

  • Minimum purchase amount (e.g., $50)

  • Minimum quantity (e.g., 2 items)

• Eligible Products:

  • Specific product (the restocked item)

  • Collection

  • Entire store

• Expiry Date:

  • Days from creation (e.g., 7 days)

  • Specific date

Use Cases:

• Incentivize immediate purchase ("10% off if you buy today")

• VIP exclusive discounts

• Loyalty reward for patient waitlist customers

• Limited-time urgency ("Code expires in 48 hours")

Integration with Email:

• Discount code automatically inserted into email template

• Variable: {{ discount_code }}

• Clearly displayed with expiry date

Business Value:

• Increase conversion rates

• Create urgency (time-limited offers)

• Measure discount effectiveness per campaign

Add Customer Tags

Description: Add tags to customer profile in Shopify for segmentation and future marketing

Configuration Options:

• Tag List: Comma-separated list

Use Cases:

• Segmentation: "High-Intent-Customers", "VIP-Waitlist"

• Product interest tracking: "Interested-Blue-Tshirt"

• Engagement level: "Email-Engaged", "Never-Opened"

• Lifecycle stage: "Waitlist-Converted", "Waitlist-Non-Converter"

• Future targeting: Use tags in future campaigns

Business Value:

• Build targeted customer segments

• Personalize future marketing

• Track customer interests

• Measure campaign effectiveness

• CRM integration (sync tags to external systems)

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