What is an Action in a Workflow

Action is the step you want to take in a Workflow. In other words, an action is what you want your workflow to do. 

For example, sending an email to a client is the action if you want to send an email to a client. 

You can add as many actions as you want in a Workflow. 

Here is a list of actions available in Agiled. 

• Send Emails to assigned Contacts
• Send Invoice
• Add Invoice
• Apply Project
• Archive Project
• Change Project Status
• Send Form
• Send Contract
• Send Proposal
• Send Estimate
• Activate Portal
• Deactivate Portal
• Start Workflow
• Pause Workflow
• Send Appointment Link
• Hold Actions Until

1. Send Email to Assigned Contacts

What it does

This action sends an email to the contacts assigned to a project. You can write the email in the email editor and add the merge tags. 

How to Set it Up

To set it up

• Choose “Send Email to Assigned Contacts” from the list of actions
• Add From Name
• Add Subject Line 
• Choose Trigger (Fixed or Relative)
• Write Email Copy ( You can use Merge tags in the email as well)

Common Uses of Send Email

Here are some common uses of Send Email Action

• Sending a Welcome Email to the client
• Sending Portal invitation or credentials to the client. 
• Sending important files to the client at the start of the project. 
• To Say Thank you to the customer after project completion. 
• Send forms or other things. 

2. Send Invoice 

What it does

This action sends the primary invoice of the project to the assigned client. 

How to Set it Up

To set it up

• Choose Send Invoice front the Actions Dropdown
• Select Triggers ( Fixed or Relative) 
• Choose if this action requires approval by you before execution. 

Common Uses of Send Invoice Action

Send invoice is used to send the primary invoice of the project to the client so you can get paid on time. 

3.Add Invoice

What it does

Add invoice creates an invoice for the project similar to another invoice. 

How to Set it Up

To set it up 

• Choose Add Invoice from the Actions Drop Down
• Choose the invoice you Want to add 
• Choose Triggers 
• Choose if this action requires approval

Common Uses of Add Invoice

Add invoice is used to create invoices automatically for the project. 

4.Apply Project 

What it does

Apply project applies the profile of the select project. 

How to set it up

To set it up 

• Select Apply Project from the Actions dropdown. 
• Choose a project from the project drop down. 
• Select Triggers

Common uses of Apply Project

Apply project is commonly used to apply project profile to a project. 

5. Archive Project

What it does

Archive project archives the current project in Agiled. After the project is archived, it no longer shows in Active projects. You can find the archived project in Archived projects list. 

How to set it up

To set Archive Project Action 

• Select Archive Project from the Actions dropdown. 
• Select Triggers. 

Common uses of Archive Project

Archive project is used to archive projects that are no longer active. Most common use of Archive project is with the trigger “After project end date” where you can choose to archive the project after a certain period has passed after the project end date. 

6.Change Project Status

What it does

Change project status action changes the status of the project to the newly selected status by you. 

How to set it up

To set it up 

• Select “Change Project Status” from the Actions dropdown. 
• Choose the new project status
• Select Triggers

Common uses of Change Project Status

Common uses of the change project status are 

• Changing project status to “Started” after the project start date
• Changing project Status to “Finished” after project end date. 
• Changing project status to “Started” after a contract is signed. 
• Changing project status to “Started” after a form is completed. 
• Changing project Status to “Finished” after the invoice is paid. 
• Changing project status to “Started” after the invoice is paid. 
• Changing project status to “Started” after the client accepts the estimate. 

7. Send Form

What it does

Send form action sends the selected form to the client so they can fill it out. 

How to set it up

To set Send form

• Select “Send Form” from the Actions dropdown. 
• Send the Form you want to send. 
• Select Triggers.  

Common uses of Send Form

Send form action is commonly used to 

• Get the requirements of the projects before a project is started. 
• Get important information or details about the project after the project is started. 
• Get important files etc from the client after the project is started. 
• Get client feedback after the project ends. 

8. Send Contract 

What it does

Send contract action sends the Project Contract to the client. 

How to set it up

To set up Send Contract 

• Select “Send Contract” from the Actions dropdown.  
• Select triggers

Common uses of Send Contract

Common uses of send contract are 

• Sending a contract before the project start date. 
• Sending a contract after the project has started. 

9. Send Proposal

What it does

Send proposal action sends the project proposal to the assigned client of the project. 

How to set it up

To set up send proposal

• Select “Send Proposal” action from the Actions dropdown. 
• Select Triggers. 

Common uses of Send Proposal

Common uses of Send Proposal are

• Sending a proposal before the project starts. 

10. Send Estimate

What it does

Send estimate action sends the project estimate to the primary client of the project. 

How to set it up 

To set up Send Estimate action

• Select the “Send Estimate” action from the Actions dropdown. 
• Select Triggers. 

Common uses of Send Estimate 

Common uses of Send Estimate action are

• Sending an Estimate before a project starts

11. Activate Portal

What it does 

Activate portal action activates the portal access for the primary client of the project. 

How to set it up

To set up Activate Portal action 

• Select “Activate Portal” action from the Actions dropdown
• Select triggers

Common uses of Activate portal 

Common uses of Activate Portal actions include. 

• Activating access to the client portal for a client after the invoice is paid
• Activating access to the client portal for a client after the project is started. 
• Activating access to the client portal for a client after the contract is signed
• Activating access to the client portal for a client after an estimate is accepted. 

Deactivate portal

What it does

Deactivate the portal deactivates access to the client portal for a client. 

How to set it up

To set this action

• Select Deactivate Portal from the Actions dropdown.
• Select triggers

Common uses of Deactivate Portal

Common uses of Deactivate Portal include

• Deactivating client portal access after the project is archived
• Deactivating client portal access after the project is finished

12. Start Workflow

What it does

Since multiple workflows can be applied to a project, this action can be used to start another workflow inside a project. 

How to set it up

To set it up 

• Choose “Start Workflow” action from the Actions drop down. 
• Select the workflow you want to start from the list. 
• Select Triggers

Please note that the workflow you choose should be added in the project. 

Common uses of Start Workflow Action 

Since you can start another workflow using this action, there are limitless possibilities for this action. 

13. Pause Workflow

What it does

This action can be used to pause the current workflow. 

How to set it up

To set it up 

• Choose “Pause Workflow” from the Actions dropdown
• Choose triggers

Common uses of Pause Workflow

You can use this action to pause the workflow like if the project status is changed to on hold, you can pause the execution of the workflow while the project is on hold. 

14. Hold Actions Until

What it does

This action holds any other action till the trigger is fired. You can use this action when you want to make sure that no further action is taken until the trigger is fired.

How to set it up

To set it up

• Choose Hold Actions Until from the Actions dropdown. 
• Select triggers you want to be fired. 

Common uses of Hold Action Until

You can use this action multiple times when you need certain things completed before the workflow can proceed further. 

For example, you can add 2 or 3 Hold Action Until actions in the workflow for an invoice paid, contract signed, proposal signed, and then use the trigger “All previous actions complete” with any other action. In this scenario, you want to ensure that the invoice is paid, the contract is signed, and the proposal is signed. 

So this is the list of all the actions available right now in Agiled. This list will evolve with time, and we will keep updating this document.