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Adding a Workflow

Create a new Workflow for Contacts, Organisations, Events or Enquiries

Please note: This article reflects changes being introduced to Tractivity as part of the software's major modernisation update. This update is being rolled out to users from December 2025 onwards.

This article will show you how to create a new Workflow, saving you time when creating new stakeholder records.

 

To get started with creating your new Workflow, click Workflow on the top navigation bar. Then click Add Workflow from the left-hand menu.

On the Add Workflow page, complete the fields. Any field marked with an asterisk (*) is a mandatory field; ensure you complete all mandatory fields in order to create your Workflow. The fields included are listed and explained below.

  • Workflow Type*: Choose the type of record that this Workflow will be available for. You can choose between Contact, Organisation, Event and Enquiry.
  • Workflow Name*: A brief description of the workflow.
  • Activity Title*: When the Workflow is used, an Activity will be automatically created against the new record. This field determines what the Activity will be titled.
  • Action Type*: This field pulls from the Activity Type for your chosen record, for example Contact Activity Type. Common options include ‘Phone Call’, ‘Meeting’ and ‘Email Received’.
  • Activity Notes: An optional field to include information about the Activity, the stakeholders or anything else that may be relevant.
  • Activity Owner Data Group*: This determines the Activity’s Account Handler. You can choose between specific Users and Account Handlers, or you can set this to default to the User applying the Workflow.
  • Activity Allocated To Data Group*: This field determines which Users the Activity will be allocated to. Any Users chosen will see the Activity appear on their Home Screen, depending on the Activity’s start date.
  • Compulsory: If set to Yes, this Workflow will run automatically against any of the chosen records
  • Activity Schedule (Days): Set when you would like the Activity to be created. This will be the number of days after the record has been created. For example, after creating an Event, you can set an Activity to be created 30 days afterwards, to act as a reminder.

Click Save once you have completed all mandatory fields, and your Workflow will now be ready to use.