Wix Contacts: Creating and Managing Workflows
A workflow is a board that organizes all the steps (columns) of a project, helping you track every phase with ease. Workflows let you manage and prioritize projects, marketing campaigns, sales funnels, or any other processes. For example, you can use them to handle customer inquiries, track sales leads, and follow up on orders.
Creating a new workflow
Workflows are connected to specific contacts. From Contacts in your site's dashboard, create a new workflow with your own custom steps or use a ready-made template. Use cards and steps to visualize a lead or customer journey.
What templates are available?
Sales leads: Track leads, quotes and invoices to close deals.
Hiring process: Track job applicants' resumes, interviews and onboarding.
Help desk & IT: Manage your support desk from request to completion.
Website design: Streamline your web design process and manage leads.
Online store: Look after online orders, payments, shipping and delivery.
Business meetings: Plan and follow up with calls and meetings to get more clients.
Site members: Organize site members and follow their engagement.
To-Do: Keep an eye on your contacts and where they stand.
To create a new workflow:
Go to Contacts in your site's dashboard.
Click the More Actions icon
at the top right and select Workflows.
Click Get Started.
Note: If your site already has existing workflows, click New at the top right and select + Create Workflow.
Choose a template or click + Start from Scratch to create your own custom workflow.
Click the workflow title to rename it.
Click New at the top right to add steps and cards to build out your workflow.
Steps: The steps (or columns) in your workflow are the columns that visually represent steps in your project or process. Cards move from step to step as contacts progress through the workflow.
Cards: Each step contains cards that are linked to a contact. Cards give you a visual understanding of where you stand with a contact or lead, as well as what still needs to be done. Once you've made progress with a contact, move them to the next step by dragging and dropping the card to the relevant column.
What's next?
After building your workflow, it saves automatically. Use the drop-down next to the workflow title to switch between workflows.
Managing a workflow
After creating your workflow, you may need to make adjustments such as renaming the workflow, reordering cards, or deleting unnecessary steps.
To manage a workflow:
Go to Contacts in your site's dashboard.
Click the More Actions icon
at the top right and select Workflows.
Select the relevant workflow from the drop-down next to the workflow title.
Choose what you want to do:
Add or remove a card
To add a card:
Click the New drop-down at the top right.
Select Add Card.
Enter the card title and select the relevant contact.
Click Save.
(Optional) Drag the new card to move it to a different step.
Tip: You can add a card directly under a specific step by clicking Add a Card.
To remove a card:
Hover over the card you want to remove and click the More Actions icon
.
Click Archive Card.
Reorder a card
Click and drag a card up or down a step (column). You can also drag a card horizontally from one step to another.
Add or remove a step
To add a step:
Click the New drop-down at the top right.
Select Add Step.
Enter the step name.
Click Save.
Hold the Reorder icon
next to the step and drag it to the relevant location.
(Optional) Click + Add a Card to add cards to the step.
To remove a step:
Click the More Actions icon
at the top right of a step.
Select Delete Step.
Click Delete to confirm.
Rename your workflow
Click the workflow title at the top to rename it.
Delete your workflow
Click the More Actions drop-down at the top right.
Select Delete Workflow.
Click Delete to confirm.
Automating a workflow
Wix Automations helps you streamline your workflow by taking care of smaller tasks for you. You can create an automation for workflows in two ways:
Use 'Card added or moved' as a trigger: Every time a card is moved from one workflow step to another, it triggers an automated response (e.g. sends an email, creates a task).
Choose 'Move a workflow card' as an action: Depending on your selected trigger (e.g. invoice paid), automate a workflow card to move from one step to another.
For example, you can create an automation that moves a card and its linked contact to the "Paid & Completed" step of a workflow once an invoice is paid (i.e. the trigger).
To automate a workflow:
Go to Automations in your site's dashboard.
Click + Create Automation at the top right.
Click Start from Scratch to begin from a blank automation template.
Choose what you want to do:
Use 'Card added or moved' as the automation trigger
Search for 'workflow' in the Select a trigger panel.
Select Card added or moved.
Select which workflow triggers the automation.
Select the workflow step that triggers the automation action. (i.e. the action automatically occurs every time a workflow card is moved to your chosen step).
Click Apply.
Click + to add a step.
Click Action.
Choose the action as the result of the trigger (e.g. every time a card is moved to 'Completed & Paid' in your workflow, add a 'Paid' label to that contact).
(Optional) Add more information to your automation such as a delay or condition.
Click Activate.
Add 'Move a workflow card' as the automation action
Choose a trigger for the automation (e.g. Invoice paid).
Click + to add a step.
Click Action.
Search for 'workflows' in the Select an action panel.
Select Move a workflow card.
Choose the relevant workflow to automate.
Choose the step you want the cards to automatically move to once the automation is triggered (e.g. 'Paid & Completed').
Click Apply.
(Optional) Add more information to your automation such as a delay or condition.
Click Activate.
