Workflow Trigger
A single status change can trigger multiple automations, helping teams stay aligned and work move forward automatically.
Trigger: Overall Status = Order Confirmation
When this status is selected, multiple automations can run simultaneously to update workflows, notify teams, and communicate with customers.
Remember: Each automation performs one action, so multi-step workflows are created by using multiple automations with the same trigger.
Automation 1: Notify the Customer
Workflow Goal
When an order is confirmed, automatically notify the customer that their order has been received and production is underway.
Why This Matters
This keeps customers informed from the beginning of the process and provides confidence that their order is progressing.
Customers know:
Their order has been received
Work is underway
What to expect next
It also reduces the need for follow-up calls, emails, and status requests.
Automation: Notify Customer
Send an order confirmation email to the customer and provide visibility into the next steps.
Copy and Paste template text:
Hi {{contact.firstName}},
Thank you for choosing {{company.name}}, we've processed your order. Your job number is {{job.number}}. Please reference this job number if you need to contact us about the order.
What to expect from here:
We will now create your proofs and send them for your approval. Expect proofs in 3 days.
We will raise an invoice and send it for payment. Please note that we will not begin production until payment has been received in full.
We will order all required stock and will advise if there are any potential stock issues.
We will produce your order, this process usually takes 5 working days once your proofs have been approved. You'll hear from us when production is complete
You'll be notified when your order has been shipped or is ready for collection.
Thanks and we look forward to working with you!
Kind regards,
{{user.firstName}} | {{company.name}} | {{company.phone}}
Automation 2: Ready for Purchasing
Workflow Goal
When an order is confirmed, automatically update the Purchasing Status so the purchasing team can begin sourcing and ordering required products or materials.
Why This Matters
This ensures purchasing can begin immediately without waiting for manual updates.
The purchasing team instantly knows:
A new order has been confirmed
Purchasing is required
The job is ready for the next stage
Automation: Ready for Purchasing
Automatically update the Purchasing Status to Needs PO when the order is confirmed.
š” Pro Tip: Consider adding another automation using Purchasing Status = Needs PO as the trigger to notify the Purchasing Manager or the person responsible for purchasing that this task is now ready to action.
Automation 3: Ready for Artwork
Workflow Goal
When an order is confirmed, automatically update the Artwork Status so the artwork team can begin preparing proofs and artwork requirements.
Why This Matters
This ensures artwork preparation can begin immediately without waiting for manual handovers.
The artwork team instantly knows:
A new order has been confirmed
Artwork is required
The job is ready for proof creation
Automation: Ready for Artwork
Automatically update the Artwork Status to Needs Proof when the order is confirmed.
š” Pro Tip: Consider adding another automation using Artwork Status = Needs Proof as the trigger to notify the Artwork Team that a new proof is ready to be prepared. This helps ensure work is actioned immediately and nothing is missed.
The Order confirmed status also triggers the purchasing column to update to needs PO. There is an automation recipe set up for this action as well.
Key Takeaway
Automations help streamline your workflow by reducing manual updates, improving communication, and ensuring jobs move consistently through each stage of production.
By using multiple automations with the same trigger, a single status change can update departments, notify team members, communicate with customers, and keep workflows moving automatically.
The result is a more efficient, organized, and scalable operation with greater visibility across the business and less administrative work for your team.