Updates are additional actions that can be integrated into workflow steps. For instance, you might want to set up a reminder if a step isn't completed by its due date, or automatically update someone when a step is finished. These are just two examples of updates which may be added, updates can be made specific to the requirements of your workflow.
Understanding the distinction between steps and updates is important. Steps are triggered by the completion of the preceding task, whereas updates respond to specific events within a step. The updates will not be triggered until something happens within that step. Updates are added tasks to a step rather than forming an additional step.
Where can I view and set updates?
To be able to view and set updates you will need permission to view and edit the workflow in the workflow builder. this will mean that you likely need to be an 'editor' on that workflow.
All steps have a ‘more’ tab. This is where the option to add updates can be found.
Selecting the more tab will allow you to view any updates which have already been added. A quick way to spot if a step has an update attached to it is by the blue circle indicated on the 'more' section within the step. Within the 'more' section, you can also add further updates and reminders to a step in a workflow, as pictured below. For more information on setting reminders, check out Adding an Update.
To add an update, you will need to click ‘Add new update’ and begin by selecting when you would like this update to happen, from the range of options provided.
You will then need to choose whether you would like the update to happen right away or whether you would like to wait a while and schedule a delay. Information on scheduling delays can also be found within Adding an Update
Once you've determined the timing for the update, you can then choose the desired action from the available options. If you want to update a spreadsheet, you can make that selection here. Similarly, if you wish to send a message, this is where you can initiate that action.
Once you have stipulated a ‘when’ and ‘then’ option, your update is ready to go!
You can see which steps have updates attached to them as this will be indicated by the small blue circle in the upper right-hand corner of the ‘more’ tab.