# How workflows work

<figure><img src="/files/QVkhlg4lIzlnSLFLEdE9" alt=""><figcaption></figcaption></figure>

## What are workflows

Workflows are **automated processes** that control **how and when customers receive notifications**.

Instead of sending messages manually, workflows let you build a visual flow of steps that run automatically when specific events happen.&#x20;

*Examples:*

* *Back-in-stock notification: When a product is restocked, automatically send an email to customers who subscribed to alerts.*
* *New subscriber welcome: When someone subscribes to the Notify me form, automatically send a welcome email or a discount code.*

## Understanding workflow systems

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

<table data-view="cards"><thead><tr><th></th><th></th><th data-hidden data-card-target data-type="content-ref"></th></tr></thead><tbody><tr><td><h4><mark style="color:$primary;"><strong>Triggers</strong></mark></h4></td><td>Define when a workflow starts by responding to a specific event or customer action.</td><td><a href="/pages/QCudM7EZzTnOIUuwiIvE">/pages/QCudM7EZzTnOIUuwiIvE</a></td></tr><tr><td><h4><mark style="color:$primary;"><strong>Conditions</strong></mark></h4></td><td>Define the logical rules that determine how a workflow branches or proceeds.</td><td><a href="/pages/ZApv1hvV4dJ0Zqi7ZjSd">/pages/ZApv1hvV4dJ0Zqi7ZjSd</a></td></tr><tr><td><h4><mark style="color:$primary;"><strong>Actions</strong></mark></h4></td><td>Define what the workflow does as an outcome.</td><td><a href="/pages/bT9FkyAd7rwAtkDEzWM0">/pages/bT9FkyAd7rwAtkDEzWM0</a></td></tr></tbody></table>

*Examples:*

1. *Trigge&#x72;**:** A product is back in stock*
2. *Conditio&#x6E;**:** The customer has purchased before*
3. *Actio&#x6E;**:** Send a back-in-stock email with a discount code*

## How workflows work

Workflows help you automatically notify customers when a product is back in stock. Once a workflow is turned on, everything runs on its own.

{% stepper %}
{% step %}

### Customers enter the workflow

Customers enter the workflow when they meet the trigger defined at the workflow’s entry point.

{% hint style="info" %}
📝 Learn more: [Understanding workflow triggers](/xflow-app/workflows/understanding-workflow-triggers.md)
{% endhint %}
{% endstep %}

{% step %}

### Moving through steps

After entering, Customers move through the workflow’s sequence of steps, which may include **actions** and **conditions**.

{% hint style="info" %}
📝 Learn more: [Understanding workflow actions](/xflow-app/workflows/understanding-workflow-actions.md)
{% endhint %}
{% endstep %}

{% step %}

### Conditions decide what happens next

* If the customer meets the condition, they move to the next step on the **Yes** path.
* If the customer does not meet the condition, they normally exit the workflow. However, if a **No** path is defined, the customer will continue to the next steps on the **No** path instead of exiting the workflow.

{% hint style="info" %}
📝 Learn more: [Understanding workflow conditions](/xflow-app/workflows/understanding-workflow-conditions.md)
{% endhint %}
{% endstep %}

{% step %}

### Exiting the workflow

A customer leaves the workflow automatically when there are no more steps to complete.
{% endstep %}

{% step %}

### Track everything easily

You can see exactly what happens to each workflow in the workflow logs, including:

* Which workflow was run
* When the workflow started
* The current status of the workflow
* How many steps were completed
* When the workflow finished

{% hint style="info" %}
📝 Learn more: [Manage workflows](/xflow-app/workflows/manage-workflows.md#recent-runs)
{% endhint %}
{% endstep %}
{% endstepper %}

## Benefits of workflows

Workflows help you automate critical customer actions, saving time and delivering better experiences at scale.

* **Save time with automation:** Once a workflow is set up, it runs automatically. You don’t need to manually send emails or track product restocks.
* **Send timely and relevant messages:** Workflows ensure customers receive messages at the right moment, when they are most likely to engage.
* **Personalize customer experiences:** Use conditions to send different messages based on customer behavior, purchase history, or preferences.
* **Reduce missed opportunities:** Automatically notifying customers when products are back in stock helps recover lost sales and increase conversions.
* **Scale your communication easily:** Workflows work the same way whether you have 10 subscribers or 10,000, allowing your store to grow without extra effort.
* **Track and improve performance:** With workflow logs, you can monitor each run, understand what’s happening, and quickly identify issues or areas for improvement.

## Common workflow use cases

Workflows can be used in many real-world scenarios to automate customer communication and actions.

* **Back-in-stock notifications**: Automatically notify customers when an out-of-stock product becomes available again, helping recover lost sales and drive conversions.
* **New subscriber welcome flow**: Send a welcome email or discount code as soon as someone subscribes, creating a strong first impression and encouraging early engagement.
* **Priority emails for VIP customers**: Send emails with higher priority or exclusive content to VIP or loyal customers based on their purchase history or customer tags.
* **Create and send discount codes**: Automatically generate discount codes and send them to customers via email to encourage purchases and increase conversions.
* **Internal team reminders**: Automatically notify internal teams about important leads to ensure timely follow-up and better coordination.

{% hint style="success" %}
📝 Not sure where to start? Check out our workflow templates library: [Get started with workflow templates library](/xflow-app/workflows/get-started-with-workflow-templates-library.md)
{% endhint %}

## Workflow best practices

Follow these best practices to build effective, reliable, and scalable workflows.

* **Prevent overlapping workflows**: Design workflows carefully to avoid multiple workflows triggering for the same user at the same time, which can result in duplicate emails or conflicting actions.
* **Use conditions strategically**: Apply conditions only when they add meaningful personalization, avoiding unnecessary complexity or over-segmentation.
* **Test before enabling**: Always test workflows to ensure triggers, conditions, and actions work correctly before turning them on for all customers.
* **Monitor workflow logs regularly**: Review logs to track workflow performance, understand customer paths, and quickly identify issues.
* **Optimize message timing and content**: Send messages at the right moment with clear, relevant content to maximize engagement.
* **Review and update workflows over time**: Continuously improve workflows based on performance data and changing business needs.

{% hint style="info" icon="star" %}
You might find this helpful: [Common mistakes when creating workflows](/xflow-app/workflows/workflows-faqs/common-mistakes-when-creating-workflows.md)
{% endhint %}

## Related articles

{% content-ref url="/pages/3ajXS0dZtcdbezZlA3XI" %}
[Available triggers, actions, and conditions](/xflow-app/workflows/available-triggers-actions-and-conditions.md)
{% endcontent-ref %}

{% content-ref url="/pages/NWmkFOfstlDd2472afEb" %}
[Create a workflow](/xflow-app/workflows/create-a-workflow.md)
{% endcontent-ref %}

{% content-ref url="/pages/ysIRvkTDPOhSe8lcYMTT" %}
[Manage workflows](/xflow-app/workflows/manage-workflows.md)
{% endcontent-ref %}

{% content-ref url="/pages/2vPjRx3iv0sn0W8FiqsT" %}
[Assign a workflow to your campaign](/xflow-app/workflows/assign-a-workflow-to-your-campaign.md)
{% endcontent-ref %}

{% content-ref url="/pages/xa7meJEaLhnWD4ufvp9v" %}
[Workflows: FAQs](/xflow-app/workflows/workflows-faqs.md)
{% endcontent-ref %}

***

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