Who This Is For / When to Use
This article is for Kyrios users who want to automate repetitive tasks, standardize follow-ups, or manage customer actions using workflows. Use this guide when creating a workflow for the first time, customizing a template, or reviewing workflow performance.
What a Workflow Is in Kyrios
A workflow is an automated sequence that starts when a defined event occurs and then performs one or more actions automatically. Workflows reduce manual work and ensure consistent execution of business processes.
Each workflow follows the structure If This Happens → Do This.
How the Workflow Builder Works
The Workflow Builder uses a visual, step-by-step layout that connects triggers to actions in a clear sequence. Each workflow starts with at least one trigger and continues with one or more actions until the workflow ends.
The builder is designed to be readable, editable, and easy to troubleshoot.
Choosing a Trigger
A trigger defines when a workflow starts. Triggers are selected from a predefined list and represent events such as contact updates, appointments, reminders, or status changes.
A workflow can contain multiple triggers, but at least one trigger is required for the workflow to run.
Choosing an Action
An action defines what happens after the trigger fires. Actions can include communication, tagging, assignments, or internal notifications.
Actions run in the order they appear in the workflow builder and can be expanded or reordered as needed.
Using Workflow Recipes
Workflow Recipes are pre-built workflows designed for common business scenarios. Recipes allow users to start automation quickly without building workflows from scratch.
Recipes can be edited, expanded, or fully customized after selection.
Creating a Workflow from Scratch
Users can also build workflows without using a recipe.
Open the Workflows section.
Select a trigger.
Add one or more actions.
Save and publish the workflow.
This option provides full control over automation logic.
Customizing an Existing Workflow
Existing workflows can be modified at any time.
Customization options include:
Changing triggers
Adding or removing actions
Updating workflow settings
Adjusting enrollment rules
Changes can be saved as drafts or published immediately.
Workflow Settings and Monitoring
Each workflow includes dedicated tabs for managing behavior and performance.
Builder: Edit triggers and actions
Settings: Control enrollment and execution behavior
Enrollment History: View which records entered the workflow
Execution Logs: Review action success or failure
These tools help diagnose issues and refine automation.
Launching a Workflow
A workflow must be published to run. Draft workflows do not enroll records or execute actions.
Once published, the workflow begins enrolling records immediately based on trigger conditions.
Best Practices for Workflow Setup
Start with a recipe if new to automation
Keep workflows focused on one goal
Test workflows before publishing
Review execution logs after launch
Update workflows as processes change
Common Issues and Fixes
Workflow Does Not Run
This usually occurs when the workflow is still in draft.
Fix: Publish the workflow.
Trigger Fires but Actions Do Not Run
This often indicates a configuration issue in an action.
Fix: Review execution logs for errors.
Too Many Records Enroll
This happens when triggers are too broad.
Fix: Refine trigger conditions or add filters.
Frequently Asked Questions
What is a workflow?
A workflow is an automated process that performs actions when a specific event occurs.
Can I customize pre-built workflows?
Yes. All workflow recipes can be fully customized.
Can I create workflows without recipes?
Yes. Workflows can be built entirely from scratch.
How do I monitor workflow performance?
Use Enrollment History and Execution Logs inside the workflow.
Can workflows be edited after publishing?
Yes. Workflows can be edited and republished at any time.