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Workflows

Why this matters

A workflow is an automation: "when X happens, do Y automatically". Without workflows, every repetitive thing has to be done by hand. With workflows:

  • When a case is created → send welcome email to the applicant.
  • When a new lead arrives from the form → assign to the consultant on duty and notify them.
  • When an invoice is 30 days overdue → mark as Overdue and send reminder.
  • When a case moves to "Ready to submit" stage → notify the supervisor.
  • When a document is uploaded → rename per conventions and move to the correct folder.

Used well, workflows save hours per week and eliminate human errors.

Workflow structure

Each workflow has three parts:

  1. Trigger (START) — what event activates it.
  2. Blocks — flow steps (conditions, actions, waits).
  3. Connections — order in which blocks execute.

Create a workflow

  1. Sidebar → Settings → Workflows → Create.
  2. Fill in the basics:
  3. Name ("Notify upcoming deadline", "30-day collections automation").
  4. Module it operates on.
  5. Status — active / inactive.
  6. Save.

You land on the workflow's visual editor, with a START block already placed.

Screenshot: workflow editor with visually connected blocks

Configure the trigger (START)

Edit the START block:

  • Trigger type:
  • Creation of a record.
  • Update of a record (general or of a specific field).
  • Deletion.
  • Specific stage change.
  • Scheduled (cron) — daily, weekly, etc.

  • Manual — a user fires it from a button.

  • Optional filters — only fires if the record meets certain conditions (for example, only when the case is PR type).

Add blocks

Typical available blocks:

  • Condition (IF) — routes the flow down one branch or another based on a condition.
  • Action: Send email — sends email to a person or list.
  • Action: Create notification — internal alert to a user.
  • Action: Update field — changes a field on the same or another record.
  • Action: Create record — creates a new record in any module.
  • Action: Assign to user — changes a case or task's owner.
  • Action: Generate PDF — generates a PDF from a template.
  • Wait — pauses the flow for X time before the next block.
  • Webhook — calls an external service.

Each block has its own configuration (recipient, template, condition, etc.).

Connect blocks

After each block, drag a connection to the next. For Condition blocks, there are two connections: one for "true" and another for "false".

Test and activate

  1. Save the workflow.
  2. Test with a sample record (test mode without affecting real data).
  3. When it works well, change status to Active.

Monitor executions

Every time a workflow runs is logged. The workflow's History tab shows:

  • When it ran.
  • Which record triggered it.
  • Result (success, failure, error).
  • Error messages if any.

Watch out for

  • Circular workflows. If a workflow modifies a field that triggers another workflow that modifies the first field... infinite loop. ImmCase detects and stops some cases, but not all. Design carefully.
  • Workflows that send many emails — if a misconfigured condition causes an email to be sent to 5,000 applicants at once, your SMTP server and reputation suffer. Start with limited workflows and observe before scaling.
  • Changes to active workflows take effect immediately. If you modify a workflow in production, the next thing that happens uses the new version. Consider temporarily disabling for big changes.
  • Deleting a workflow doesn't affect what already executed — it just stops triggering in the future.

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