Best Practices & FAQ

Best Practices

Start with one chore. The best first workflow removes something you already do by hand every week. Small and boring beats ambitious and fragile.

Pin form triggers to a specific form. Each form has its own set of questions. Choosing one form in the trigger keeps your workflow receiving the same shape every time, so the fields you mapped stay where you put them.

Filter at the trigger, not later. Narrowing a trigger to one client, one project, or one status change means unwanted events never start a run at all. Your history stays readable and your usage stays down.

Test with real data before publishing. Test trigger and Test flow run your steps against genuine records from your account, so you see exactly what each step receives and produces.

Name workflows for your future self. "Docket to cost code sync, nightly crews" will make sense in six months. "Flow 3" will not.

Design for the workflow running twice. Connect delivers events reliably, which occasionally means a workflow sees the same event more than once. Prefer steps that are safe to repeat. Create Cost Code, for example, accepts an External ID so a repeat updates the existing code instead of creating a duplicate.

Check the run history after publishing something new. The first few real runs teach you more than any test. Every run records what each step did, and failures are shown clearly rather than swallowed.

Tell someone when an automation fails. For anything important, add a branch that emails or notifies a person when a step does not work. An automation nobody is watching is an automation nobody notices has stopped.

Frequently Asked Questions

Who can build workflows? Owners, Admins and Managers in organisations with Connect switched on.

Can another organisation see my workflows or data? No. Every organisation's Connect data is completely separate. Workflows, connections, credentials, and run history are yours alone.

Who inside my organisation can see my workflows? By default, only you. Your personal workspace is private — not even an Owner or Admin can open it. To work on automations together, create a shared workspace and add people to it; everyone in a shared workspace sees and can edit everything in it. See Who can see your workflows.

Do I need to know how to code? No. Everything is visual. If you do have technical colleagues, the Assignar Ops app includes a custom call action they will appreciate for anything beyond the built-in actions.

How fast do workflows react? Assignar Pay events arrive within seconds. Assignar Ops and most outside triggers check for new activity every few minutes. Each trigger's description says which.

What happens if a step fails? The run is marked failed with the reason visible, and short-lived problems such as another system being briefly down are retried for you. Nothing fails quietly.

Can I fix a failed run without starting again? Yes. Fix the cause, then use Retry failed step on that run. It picks up from the step that failed rather than repeating the ones that already worked, which matters when an earlier step sent an email or a text.

Can I edit a workflow while it is live? Yes. The published version keeps running until you publish your changes, so you can edit during the working day.

Is there a limit to how many workflows I can run? Active workflow limits depend on your plan. Talk to us if you are hitting them.

A system I use is not in the catalog. What now? Contact us with a custom integration request. We give every request serious consideration, and customer requests directly shape what we build next.

Why did my automation text nobody? Everyone on the list was skipped, most often because they have not opted in to SMS. The step lists who and why. See Sending Text Messages.

Troubleshooting

A workflow stopped firing

1. Check it is still switched on.
2. Check your run balance on the Billing page. Workflows are paused when the balance reaches zero, and resume automatically after a top-up or the monthly reset.
3. Check the trigger's filters still match reality. A filter naming a client, project, or form that has since been renamed or archived will match nothing.

Runs are failing on one step

Open the most recent failed run and read that step's error. The message names what to fix. Common causes are an outside connection that needs signing in again, a required field left empty, or a record that has moved on since the workflow started.

My workflow runs more often than I expected

Look at what the trigger reacts to. An Updated trigger fires on every change to a record, which can be many times a day. Add filters, or switch to a Status Changed trigger so it only fires on the moment that matters.

Too many runs are being used

Filter earlier. A trigger narrowed to one client or one status uses a run only when a matching event happens, while an unfiltered trigger spends a run to discover the event was not interesting.

What's Next

Usage & Billing explains how runs are counted and how to top up.