Workflow steps: Filmo actions, integrations and utilities
Every step a workflow can take, from Filmo actions to Slack, email, conditions, loops and waits, and whose permissions each one uses.
Account administrators: «Owner», «Super administrator» and «Administrator». The rest of the team can open public workflows and their history, but can't change or launch them.
Workflows isn't open in Filmo yet: the sidebar shows it as coming soon and its pages can't be opened. This article describes how it works once it's available in your account.
A workflow is only as useful as what it does after its . Its come in four kinds: actions on your Filmo data, actions in connected apps, utilities, and flow control that decides which way the goes.
Think of the palette as a toolbox. In the Landmark Venues workflow, «Send email» and «Post a message» are integration steps; a could send the warehouse message only when the order includes tents. Knowing what each step can do, and as whom it acts, tells you what you can automate.
The palette
«Add action», or the «+» between two steps, opens «Add a block». Search with «Search block…» or browse its sections:
| Section | What it contains |
|---|---|
| «Filmo» | Filmo actions by area («Orders», «Sales», «Purchases», «Inventory», «Contacts», «CRM», «Treasury», «Maintenance», «Agenda», «AI (Neo)»…): find, create and change records, or run operations as in the app. |
| «Integrations» | «Slack» («Post a message», «Find channel»); Gmail, Outlook and iCloud Mail email («Send email», «Reply to an email», «Forward an email», «Search emails», «Move to folder», «Apply tag», «Mark as read»…); calendar («Create calendar event», «Search calendar events»); and the Xero, Holded and QuickBooks actions. |
| «Utilities» | «Send HTTP request», «Internal notification», «Send email from Filmo», «Chat message», «Define variable», «Wait», «Wait until», «Adjust date», «Filter List», «Search in List», «Summarize List», «Aggregate Values» and «Custom Development». |
| «Signals» | «Emit signal», to start the workflows listening to one of your account's signals. |
| «Flow Control» | «Condition», «Switch», «Loop», «Iterate list» and its variants, «Try» and «Jump to a previous step». |
The palette hides the Filmo areas your account doesn't have. Steps that spend AI carry the «AI» mark. «Emit signal» starts the workflows listening to one of your account's .
Whose permissions and accounts each step uses
Most steps act as the . Email and calendar steps use that person's and calendars, so a workflow can't send from another member's mailbox.
| Step | Acts as | What it means for you |
|---|---|---|
| Filmo actions | The creator, with their current permissions | If the creator loses the permission, leaves the account or the module is missing, the step fails and names the reason. The record's history shows the change as made by “Workflow ·” and the workflow's name. |
| Delete actions, such as «Decommission a vehicle» | Filmo, without checking the creator's role | They run even if the creator can no longer delete those records. The add-on, the integration and the credits are still checked. |
| Email and calendar | The creator's mailboxes and calendars | If the chosen account is disconnected, the step fails. These steps make the workflow private. |
| Slack, Xero, Holded and QuickBooks | Your company's connection | Activating checks the connection's configuration, but not that the app is connected. |
| «Internal notification» | Filmo | Goes to all active members, to a role or to one person, who must still be an active member. |
| «Send HTTP request» | Filmo | Public addresses only, 15 seconds, 3 redirects and 5 MB of response at most. |
Warning: «Decommission a vehicle» deletes the vehicle; it doesn't mark it as decommissioned. It runs whatever the creator's role. Check which vehicle the step receives before you publish a workflow that uses it.
The step posts to the bell of the members you choose; it isn't sent to phones or by email. See How notifications work.
«Custom Development» is a step Filmo's team prepares against a service of your own. When you pick it, a dialog lets you contact the team and nothing is added to the workflow. If it fails, the run only shows that the custom development couldn't be completed.
Utilities and flow control
Conditions, loops and waits in a workflow
- «Condition» splits the run into two branches depending on the data; «Switch» into several.
- repeats the steps inside it while its condition holds, up to its own maximum (the editor suggests 100; never more than 500). «Iterate list» goes through a list of up to 500 items; with more, the run fails without processing any.
- catches a failure of the steps inside it so the run continues; the next steps can check whether it failed and read the message.
- «Jump to a previous step» runs again from that step up to a set number of times, then continues with the next one.
- stops the run for up to 30 days; «Wait until» waits for a date up to 365 days ahead. A date without a time wakes at 00:00 in your company's time zone, and a date already past doesn't wait. Waiting isn't an error.
- «Adjust date» adds or subtracts days (up to 3,650) and keeps the result as a .
- A run's “today” is the day the run was created, in your company's time zone, even if it waits several days.
Good to know
- A run can execute at most 1,000 steps, counting repetitions inside loops.
- Every completed action spends one ; the trigger, conditions, loops and jumps don't. See Workflow credits and limits.
Up next
Let the AI decide part of the path: Use AI steps in a workflow.