The Workflow Builder is a visual automation tool that allows you to set up custom logic using triggers, conditions, and actions. Think of it as a drag-and-drop canvas where you define what happens when something occurs in your system.
What is the Workflow Builder?
The Workflow Builder is a visual automation tool that allows you to set up custom logic using triggers, conditions, and actions. Think of it as a drag-and-drop canvas where you define what happens when something occurs in your system.
Where to Find It
You can access the Workflow Builder from the Settings menu in FieldCamp. Just head to Settings → Workflow Builder to view, create, or edit automations.
Step 1: Viewing Your Workflows
When you visit the Workflows page, you'll see a comprehensive dashboard showing:
Workflow Metrics
Total Workflows: Number of workflows you've created
Active Workflows: Currently running automations
Total Executions: How many times workflows have run
Success Rate: Percentage of successful workflow completions
Workflow List
Each workflow displays:
Name: The label you've given to each workflow
Trigger Type: The event that starts the workflow (e.g., "New Job is created")
Module: The module the workflow is tied to (e.g., Visits, Jobs, Clients)
Status: Indicates if the workflow is active or inactive
Created/Updated At: Tracks when the workflow was created or last modified
Execution Stats: Total runs, success rate, and last run time
Workflow Management
From the list view, you can:
View workflow details and execution history
Toggle workflows between active and inactive states
Search for specific workflows
Filter by status (All, Active, Inactive)
Step 2: Building a New Workflow
Click "+ Create New Workflow" to open the builder interface.
Understanding the Builder Interface
Once inside the builder:
Name your workflow in the top bar (default is "Untitled Workflow")
Use the controls:
When This Happens: Define the event that initiates the workflow
Smart Decisions: Set logical checks and conditions
Take Action: Choose what should happen
Wait or Repeat: Control timing and scheduling
The empty grid canvas is where you'll visually map out your automation flow. Each element you add appears as a node, and you can connect them in sequence to define the workflow.
Available Triggers
Select from these trigger events:
New Client is created - Fires when a new customer is added
New Job is created - Activates when a new job is created
Job Completed - Triggers when a job status changes to completed
Visit Status is updated - Fires on any visit status change
Job Status is updated - Activates on job status changes
Visit(s) are scheduled - Triggers when visits are scheduled
Estimate Sent - Fires when an estimate is sent to a customer
....and many more
Setting Up Conditions
After selecting a trigger, add optional conditions to control when actions execute:
Check priority levels (high, medium, low)
Verify customer type (residential, commercial)
Validate job values
Check specific status changes
Filter by team or technician
Configuring Actions
Choose from available actions:
Send Message: Text or email to customer/technician
Update Status: Change job or visit status
Assign Team: Automatically assign team members
Create Task: Generate follow-up tasks
Update Records: Modify job or client information
Timing Controls
Set when actions should occur:
Immediate: Execute right away
Delay: Wait a specified time period
Schedule: Run at a specific time
Repeat: Set up recurring schedules (daily, weekly, monthly)
Step 3: Using Workflow Templates
To help you get started quickly, FieldCamp includes pre-built workflow templates:
Available Templates
Financial Integration
QuickBooks Integration - Automate invoice creation and syncing
Automated Payment Collection - Reduce late payments by 73%
Customer Communication
Real-Time Customer Updates - Keep customers informed at every stage
No-Show Prevention - Eliminate costly no-shows with reminders
Operations
Lead Response Automation - Instantly respond to new leads
Estimate-to-Cash - Transform estimates into revenue
Using Templates
Browse the template library
Click "Check it out" on any template
Review the pre-configured workflow
Customize as needed
Activate to start using
You can use these templates as-is or customize them to match your operations.
Step 4: Save & Activate
Once your flow is ready:
Click Save to preserve your workflow
The workflow will appear in your workflows list
Toggle the status to Active when ready to use
Monitor execution through the dashboard
You can return later to edit or toggle the status (Active/Inactive) as shown in the workflows list.
Visual Workflow Example
When you build a workflow, it appears as connected nodes on the canvas:
[When This Happens: New Job Created] ↓ [Smart Decision: Check if Priority = High] ↓ [Take Action: Send SMS to Customer] ↓ [Status: Ready]
Click on any node to configure its settings and parameters.
Managing Workflow Execution
Monitoring Performance
Each workflow tracks:
Total Runs: Number of times executed
Successful: Completed executions
Failed: Unsuccessful attempts
Success Rate: Percentage of successful runs
Last Run: Timestamp of most recent execution
Viewing Execution History
Click View on any workflow to see:
Detailed execution logs
Step-by-step progression
Error messages if any
Time taken for each step
Best Practices
Name workflows clearly - Use descriptive names that indicate purpose
Test before activating - Run test scenarios before going live
Start simple - Begin with basic workflows and add complexity gradually
Monitor regularly - Check execution stats weekly
Document changes - Keep notes on workflow modifications
Troubleshooting
Common Issues and Solutions
Workflow not triggering:
Verify the trigger event is occurring
Check that workflow is set to Active
Review condition logic
Actions not executing:
Confirm all required fields are filled
Check recipient information is valid
Review error logs for details
Low success rate:
Examine failed execution logs
Simplify complex conditions
Verify all integrations are connected
Need Help?
If you need assistance with the Workflow Builder:
Contact support with your workflow name and issue details
Review execution logs for error messages
Check our troubleshooting guide for common solutions
With FieldCamp's Workflow Builder, your field service business doesn't just run—it flows.