Workflow Triggers

Triggers are events that initiate your workflows. Every workflow in Wakflo must have exactly one trigger that defines when the workflow should run. This guide explains the available trigger types and how to configure them effectively.

Trigger Types

Wakflo offers several types of triggers to accommodate different automation needs:

App Triggers

App triggers respond to events from your connected apps and services. These triggers are ideal for automating responses to real-time business events.

Popular App triggers include:

New order created
Inventory level changed
Product updated
Customer created or updated
Refund processed

Schedule Triggers

Schedule triggers run workflows at specified times or intervals. Use these for recurring tasks and batch processes.

Options include:

Run at specific time(s) (e.g., daily at 9 AM)
Run at regular intervals (e.g., every 15 minutes)
Run on specific days of the week or month
Custom cron expressions for advanced scheduling

Webhook Triggers

Webhook triggers create unique URLs that can receive data from external systems. When data is sent to the webhook URL, the workflow is triggered with the received data.

Use webhooks for:

Custom integrations
Third-party services without native integrations
Custom applications
Partner systems

Manual Triggers

Manual triggers allow you to start workflows on demand through the dashboard or API. These are useful for:

On-demand processes
Testing and debugging
Bulk operations
User-initiated workflows

Data Change Triggers

Data change triggers monitor specific data values and initiate workflows when the data meets certain conditions.

Examples include:

Inventory drops below threshold
Sales exceed target
Customer status changes
Price variations exceed defined percentage

Configuring Triggers

Platform Trigger Configuration

To configure a platform trigger:

Select platform

Choose the integrated platform (e.g., Shopify, Amazon, WooCommerce) from the trigger dropdown

Select event type

Choose the specific event that will trigger your workflow

Configure filters (optional)

Add conditions to filter which events trigger the workflow (e.g., only orders over $100)

Test the trigger

Use sample data to verify your trigger works correctly

Use filters to make your trigger more specific and avoid unnecessary workflow executions. For example, if you only need to process high-value orders, add a filter for order value > $100.

Schedule Trigger Configuration

To set up a schedule trigger:

Select frequency

Choose from options like hourly, daily, weekly, monthly, or custom

Define timing

Set specific times, intervals, or days when the workflow should run

Configure time zone

Select the appropriate time zone for the schedule

Set advanced options (optional)

Configure settings like retry behavior or execution windows

Schedule triggers are based on the Wakflo server time zone unless you specify otherwise. Be sure to select the correct time zone for your business needs.

Webhook Trigger Configuration

To configure a webhook trigger:

Create webhook

Generate a unique webhook URL for your workflow

Define payload structure (optional)

Specify the expected data structure for validation

Configure authentication (optional)

Add authentication requirements like API keys or secret tokens

Test the webhook

Send a test request to verify the configuration

When you create a webhook trigger, Wakflo generates a unique URL in this format: https://hooks.wakflo.com/trigger/1a2b3c4d5e6f7g8h9i0j

Manual Trigger Configuration

To set up a manual trigger:

Define input parameters (optional)

Specify what data should be provided when manually triggering the workflow

Configure access controls

Determine who can run the workflow manually

Set up trigger buttons (optional)

Add the workflow to dashboards or quick access locations

Trigger Best Practices

Performance Optimization

Use specific filters: Make triggers as specific as possible to avoid unnecessary workflow executions
Choose appropriate frequencies: Don’t schedule workflows to run more frequently than needed
Consider volume: For high-volume events, consider batch processing or sampling

Reliability

Configure retry logic: Set up appropriate retry behavior for failed triggers
Monitor trigger health: Regularly check logs to confirm that triggers are firing correctly

Data Handling

Validate trigger data: Always verify that expected data is present
Handle missing fields: Implement checks for required fields and fallback values
Data transformation: Clean and format trigger data early in your workflow

Common Trigger Scenarios

Order Processing Triggers

New Order: Trigger when a new order is placed
Order Status Change: Trigger when an order status changes (e.g., paid, shipped)
Order Cancellation: Trigger when an order is cancelled

Inventory Management Triggers

Low Stock Alert: Trigger when inventory drops below threshold
New Inventory: Trigger when new inventory is received
Price Change: Trigger when product price changes
Scheduled Stock Check: Regular inventory audits

Customer Management Triggers

New Customer: Trigger when a new customer signs up
Customer Tag Added: Trigger when a customer is tagged (e.g., VIP)
Customer Data Update: Trigger when customer information changes

Troubleshooting Triggers

Trigger Not Firing

Common causes and solutions:

Verify the integration connection is active
Check that trigger filters aren’t too restrictive
Ensure the event is actually occurring in the source system
Review webhook URL and authentication settings
Check platform API permissions and rate limits

Delayed Triggers

Potential causes and solutions:

Check platform API for delays or outages
Verify API connection to the platform isn’t being throttled
Check Wakflo system status
Review network latency between systems
Consider implementing retry logic for time-sensitive triggers

Missing or Incorrect Data

Data quality issues:

Verify the trigger is receiving the expected data format
Check for changes in the source system’s data structure
Implement data validation steps early in the workflow
Add logging to track what data is being received
Review API documentation for any recent changes

Common Trigger Examples

E-commerce Order Processing


1. New Order Trigger → Customer places order
2. Order Status Change → Payment processed
3. Inventory Update → Stock levels adjusted
4. Shipping Notification → Order shipped
5. Delivery Confirmation → Order delivered

Inventory Management


1. Low Stock Alert → Inventory below threshold
2. Reorder Trigger → Purchase order created
3. Supplier Response → Inventory replenished
4. Price Change → Product pricing updated
5. Scheduled Audit → Regular inventory review

Customer Engagement


1. New Customer → Welcome email sequence
2. Purchase History → Personalized recommendations
3. Abandoned Cart → Recovery email campaign
4. Review Request → Post-purchase follow-up
5. Birthday Trigger → Special offers and greetings

Advanced Trigger Configuration

Trigger Filters

Filter Configuration Examples

High-Value Orders

order.total >= 500

VIP Customers

customer.tags.includes(‘VIP’)

Specific Product Categories

product.category === ‘Electronics’

Business Hours Only

hour >= 9 && hour < 17

Trigger Rate Limiting

Managing High-Volume Triggers

Batch Processing

Group multiple events together and process them as batches

Sampling

Process only a percentage of events to manage volume

Debouncing

Wait for a quiet period before processing accumulated events

Priority Queues

Process high-priority events first during busy periods

Trigger Monitoring and Analytics

Key Metrics to Track

Trigger Frequency

How often triggers fire and identify patterns

Success Rate

Percentage of triggers that successfully start workflows

Response Time

Time between event occurrence and trigger activation

Error Patterns

Common failure modes and their frequencies

Data Quality

Completeness and accuracy of trigger data

Filter Effectiveness

How well filters reduce unnecessary executions

Next Steps

Now that you understand how to configure triggers, learn how to build the rest of your workflow:

Learn about the actions your workflow can perform

Workflow Actions

Add decision points and branching to your workflows

Conditional Logic