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Getting Started

Open Connect, build your first workflow, test it with real data, and publish it

Getting Started with Assignar Connect

Before You Begin

Make sure you have:

  • The Connect item in your navigation. Connect is available to Owners, Admins and Managers in organisations where the feature is switched on. If you cannot see it, ask your account Owner or contact us.
  • An idea of the chore you want to remove. The first workflow should be something small you already do by hand.
  • Credentials for any outside system you want to use, such as your email or spreadsheet account. You will be prompted for them the first time you use each app, and only once.

Note: the Assignar Pay app needs no setup at all. Its connection to your organisation is created for you automatically the first time you open Connect.

Opening Connect

  1. Sign in to Assignar Pay.
  2. Choose your organisation.
  3. Click Connect in the navigation.

The workflow builder opens inside Assignar Pay.

Day-to-Day Usage

How to Build Your First Workflow

The classic starter is: email me every new form result.

1. Create a workflow

Click New Flow and give it a name you will recognise in six months, such as Safety checklist notifications.

2. Pick the trigger

Every workflow starts with a trigger. Search for Assignar Ops and choose New Form Result. Pick a specific form from the Form dropdown. This is worth doing: each form has its own set of questions, and pinning the trigger to one form keeps the rest of your workflow steady.

The first time you use Assignar Ops you will be asked to connect it. Choose your Region, then paste the Client ID and Client Secret from your Assignar dashboard under Settings, then API Access. The details are checked straight away, so a typo is caught on the spot.

3. Test the trigger

Click Test trigger. Connect fetches a recent, real form result from your account so you can see exactly what the trigger gives you: every answer, who submitted it, and when.

4. Add an action

Click + below the trigger and choose an action. For this example, pick an email step. Write your subject and body, then use the data selector to drop details from the form result straight into the text, such as the form's title and the person who submitted it.

5. Test the whole workflow

Click Test flow to run everything end to end with real data. You will see what each step received and produced. If a field is mapped to the wrong place, this is where you spot it.

6. Publish

Click Publish. From now on the workflow runs automatically. You can pause it, edit it, or look at its history whenever you like. Edits take effect when you publish again.

How to Check What Your Workflows Have Done

Every time a workflow fires, Connect records a run: what set it off, what every step received and produced, and whether it succeeded.

If a step fails, say because another system was briefly unavailable, the run is marked clearly so nothing fails quietly, and short-lived problems are retried for you.

How to Change a Published Workflow

  1. Open the workflow and make your changes.
  2. Test it again with Test flow.
  3. Click Publish to put the new version live.

The old version keeps running until you publish, so you can edit safely during the working day.

Common Tasks

Pausing a workflow

Switch a workflow off from the builder or the flow list. It stops firing immediately and keeps its history. Switch it back on when you are ready.

Copying a workflow

Duplicate an existing workflow when you want the same shape for a different form, client, or project. Change the filter, rename it, and publish.

Who can see your workflows

By default, only you. Everyone who opens Connect gets their own workspace, called My workspace, and nobody else can open it — not a colleague, not an Admin, not the account Owner. You can build and test freely without anyone looking over your shoulder.

That also means a workflow you build alone has a single point of failure: if you leave, nobody can pick it up. For anything the business depends on, build it in a shared workspace instead.

Sharing what you have built

Use Workspaces in the top bar to create a shared workspace, then add the people who should work on it with you.

Everyone in a shared workspace can see and edit every workflow in it, and can use the accounts already connected to it.

Your own My workspace cannot be turned into a shared one — that would retroactively expose everything already in it. Create a shared workspace and move the workflow across instead.

Once you have more than one workspace, a switcher appears next to Workspaces so you can move between them. With only your own, there is nothing to switch between and no switcher is shown.

Moving a workflow to another workspace

Use Move to copy a workflow out of one workspace into another. Three things to expect:

  • The copy arrives switched off, so it cannot fire before you have checked it.
  • Its connected accounts are unset. Someone in the destination workspace reconnects them — which is what keeps a connection from silently following a workflow into a room of different people.
  • Test data is not copied. Run a test in the new workspace to see real data again.

You can tick the option to remove the original after copying; leave it unticked to keep a copy in both.

Deleting a shared workspace

Deleting a shared workspace stops its workflows running and removes access for everyone in it. It cannot be undone, so move anything worth keeping out first.

Troubleshooting

I cannot see Connect in my navigation

Connect is for Owners, Admins and Managers in organisations where the feature is switched on. Ask your account Owner, or contact us to have it enabled.

My trigger test says there is no data yet

Test trigger looks for a recent, real record. If you have never submitted the form or created the record type you picked, create one and test again.

The workflow published but nothing happened

Check three things, in this order:

  1. Is the workflow switched on?
  2. Does the event actually match your filters? A filter for one client or one form will ignore everything else, which is usually what you want.
  3. Is the trigger a scheduled one? Some triggers check for new activity every few minutes rather than firing instantly, so give it a moment.

A step failed

Open the run and read the step's error. The message is written to be understood, and it names what to fix. Fix the cause, then use Retry failed step on that run.

A note on timing

Assignar Pay events reach your workflows within seconds. Assignar Ops triggers and most third-party triggers check for new activity every few minutes, which is comfortably fast for business processes. Every trigger's description tells you which behaviour to expect.

What's Next