---
title: "How To Guide: Managing Workflows"
url: "https://help.psarev.io/en/article/how-to-guide-managing-workflows"
language: "en"
last_updated: "2025-10-06T19:15:32.367Z"
---

# How To Guide: Managing Workflows

1. Introduction

![1](https://export.supademo.com/renders/8bzdk6r6an/out.png)

2. Click the *Admin* sidebar menu item.

![2](https://export.supademo.com/renders/uenphlqkyb/out.png)

3. Click *Workflows*.

![3](https://export.supademo.com/renders/zos7hhcycm/out.png)

4. Click the *Create New Workflow* button.

![4](https://export.supademo.com/renders/3bfba005za/out.png)

5. Step 1 is to create the event that will trigger this action.

![5](https://export.supademo.com/renders/39ktbjuhej/out.png)

6. Start by naming this workflow.

![6](https://export.supademo.com/renders/6sy869y1an/out.png)

7. Type the name.

![7](https://export.supademo.com/renders/pvaax7ouae/out.png)

8. Intentionally blank.

9. Select the **Triggering Event** from the drop down list.

![9](https://export.supademo.com/renders/vr1bz3q7eq/out.png)

10. Intentionally Blank

11. Click the orange arrow to move to the next step.

![11](https://export.supademo.com/renders/fjo4uhojrv/out.png)

12. Step 2 is where you will set all the conditions that must be met in order to trigger the workflow event.

![12](https://export.supademo.com/renders/jk2hwjijkv/out.png)

13. Click the *Add Condition* button.

![13](https://export.supademo.com/renders/7fxfgoaos7/out.png)

14. Select the condition *item* from the drop down list.

![14](https://export.supademo.com/renders/qa7jzs9znr/out.png)

15. Select the *operator* for the condition.

Operators are things like *Equals*, *Does Not Equal*, *Contains*, *Does* *Not* *Contain*, Starts *With*, and other options.

![15](https://export.supademo.com/renders/ckiyybb0u7/out.png)

16. Finally, select the *value* for the condition.

The value list will be based of on the field you selected in the first drop down list on this screen.

![16](https://export.supademo.com/renders/z4lezr5u70/out.png)

17. You can add as many conditions as you need to specifically trigger this workflow by clicking the *Add Condition* button.

![17](https://export.supademo.com/renders/jc54tezmiy/out.png)

18. If you have multiple conditions set, you'll need to select whether it is required for *ALL* conditions to be met in order to trigger the workflow.

![18](https://export.supademo.com/renders/j84dw95rto/out.png)

19. Or whether it must meet at least *ONE* of the conditions to trigger.

![19](https://export.supademo.com/renders/nbshqcsb8b/out.png)

20. Or whether it needs to match *NONE* of the conditions in order to trigger the workflow.

![20](https://export.supademo.com/renders/xwonog798b/out.png)

21. To change the order of the conditions, click the *grid icon* and drag up or down to the new location.

![21](https://export.supademo.com/renders/vial5pkx8b/out.png)

22. To delete a condition you no longer need, just click the X to remove it.

![22](https://export.supademo.com/renders/3ytus06ln9/out.png)

23. To finish with Step 3, click the *forward* arrow button.

Note that clicking the *back* arrow button will allow you to go back and edit Step 1 if necessary.

![23](https://export.supademo.com/renders/kl4fx54ekd/out.png)

24. Step 3 is the final step where you will set the reaction. A reaction is basically the action that will be generated when the triggering item occurs and the conditions are met.

![24](https://export.supademo.com/renders/u3jcrznc0e/out.png)

25. Select the **Reaction Type** from the drop down list.

![25](https://export.supademo.com/renders/2vf9row2bo/out.png)

26. If you have selected Email as the reaction type, you'll need to select the **Email Template** from the drop down list as well.

![26](https://export.supademo.com/renders/wjpzrsqmte/out.png)

27. Type in the **From Name** that will display when the email is sent if you would like.

![27](https://export.supademo.com/renders/7efrhi4rki/out.png)

28. Intentionally blank.

29. Type the from name.

![29](https://export.supademo.com/renders/47ajlym1gm/out.png)

30. The **From Email** that will be displayed when the email is sent will pre-populate with what has been configured in System Email Settings in the Admin menu.

![30](https://export.supademo.com/renders/800mezxpyh/out.png)

31. Type in the email address you want this email to be sent to. This can be a personal email for a tech or it can be a group distribution email address you have created.

![31](https://export.supademo.com/renders/9mabf7kae3/out.png)

32. Begin typing the "To" email.

![32](https://export.supademo.com/renders/rpn0pxzu9a/out.png)

33. Enter text to create a **Subject Line**.

![33](https://export.supademo.com/renders/7ku6kf4mea/out.png)

34. Begin typing the Subject line.

![34](https://export.supademo.com/renders/1wwocxbnl5/out.png)

35. Enter the body of the email now.

![35](https://export.supademo.com/renders/hamft3ibks/out.png)

36. Begin typing the body of the message.

![36](https://export.supademo.com/renders/jd3d29pqq9/out.png)

37. Clicking the *Token* icon allows you to add placeholder tokens into the email to pull information specific to the unique case into the email when it is triggered.

![37](https://export.supademo.com/renders/uzl8mpgd66/out.png)

38. Clicking on the specific token you wish to add will put that placeholder in so that the emails can be customized each time they are sent based on the specific action.

![38](https://export.supademo.com/renders/6mmixnwsoy/out.png)

39. You can see the token placeholder in the body of the email.

![39](https://export.supademo.com/renders/4w9s9n6hhi/out.png)

40. You will see all the tokens as "tags" and you can add as many as you need.

You can add them in a list like this, or you can add them in the middle of a sentence where you are referencing that item.

![40](https://export.supademo.com/renders/hskloblbl5/out.png)

41. *Tokens* are also available to customize the subject line. For instance, you could add the *Start Date* to the subject line if you wanted that date to show without even having to open the email.

![41](https://export.supademo.com/renders/jcprt2bdyo/out.png)

42. Click the *Create* button to save the workflow.

![42](https://export.supademo.com/renders/0uaa88y0mp/out.png)

43. This will show you the view of the workflow you just created. You can see that the **Status** is now *Active*.

![43](https://export.supademo.com/renders/4rkul35bw2/out.png)

44. Clicking the *Edit Workflow* button will open the workflow and allow you to make any changes.

![44](https://export.supademo.com/renders/cuz2h7rzph/out.png)

45. You can use the orange *forward* and *back* arrows at the bottom to move through the steps to make changes.

To cancel out of the edit screen without saving any changes, click the *Cancel Changes* button.

![45](https://export.supademo.com/renders/a4hy95bwr4/out.png)

46. From the *Workflows* list view, you can see the list of all workflows in your instance, along with information about the triggers.

![46](https://export.supademo.com/renders/vi3k3mvkya/out.png)

47. Click the *3 dot icon* at the right of any workflow to see several options for managing workflows.

![47](https://export.supademo.com/renders/haqjols1os/out.png)

48. This allows you manage each workflow as necessary. You can *View*, *Edit*, *Copy* or *Set* *to* *Inactive*.

![48](https://export.supademo.com/renders/iv8ak3kw1u/out.png)

49. You can also set a workflow to *inactive* when you are on the *View* screen of any workflow.

![49](https://export.supademo.com/renders/ikvfeazqg6/out.png)

50. When the status is changed to *inactive*, that status will display on the workflow list, and on the workflow itself.

![50](https://export.supademo.com/renders/nwk07tmev1/out.png)

51. Note that for any workflow that is currently *inactive*, the option in both places changes to *Set to Active*.

You may only change the status of a workflow from this *3 dot menu* or when you are *viewing* a workflow. You cannot change the status while you are editing a workflow.

![51](https://export.supademo.com/renders/039ehfujie/out.png)

52. Clicking the *Back to Workflows* button from the *View* screen will take you back to the *Workflows* list view.

![52](https://export.supademo.com/renders/2e2e2pqq2m/out.png)