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Workflow Actions

Available actions that workflows can perform.

[!TIP] Email actions are the primary way to send notifications in Compass. Create a workflow with a Send Email action to notify users about task assignments, deadlines, approvals, and other events.

Action Types​

Send Email​

Send automated email notifications. This is the primary way to communicate with users.

  • Supported Record Types: All 11 system record types (Tasks, Contacts, Properties, Projects, Stakeholders, Trips, Budgets, Timesheets, Absence Requests, Users, Surveys).
  • Configuration:
    • Recipients: Select Users, Roles, or enter email addresses.
    • Dynamic Recipients: Send to the user listed in a specific field (e.g., "Assigned Person").
    • Subject & Body: Supports dynamic data using formula-based field references.

Update Record​

Automatically modify standard fields on a record.

  • Supported Record Types: Task, Project, Trip, Contact, Property, Stakeholder.
  • Common uses: Mark a project as "In Progress", update a status field.

Set Custom Field​

Automatically set custom field values on a record.

  • Supported Record Types: Task, Project, Trip, Contact, Property, Stakeholder.
  • Common uses: Update a custom health score, set a calculated field value.

Create Record​

Automatically create a new record in the system.

  • Supported Record Types: Task, Contact, Property.
  • Common uses: Create a "Follow-up" task when a project closes.

Delete Record​

Remove records from the system automatically.

  • Supported Record Types: Task, Project, Trip, Contact, Property, Stakeholder.

Record Type Support Matrix​

Action TypeTaskProjectTripContactPropertyStakeholderBudgetTimesheetAbsence RequestUserSurvey
Email✅✅✅✅✅✅✅✅✅✅✅
Create✅——✅✅——————
Update✅✅✅✅✅✅—————
Delete✅✅✅✅✅✅—————
Set Custom Field✅✅✅✅✅✅—————

Dynamic Data (Formulas)​

Insert dynamic data from your workflow's record into action fields (Subject, Body, field values). The system uses a formula-based syntax with field references:

How to insert dynamic data:

  1. In the action editor, select the field you want to populate.
  2. The system provides a formula input where you can reference record fields.
  3. Formulas are validated against the backend before submission.

Managing Actions​

Reusable Actions​

Create actions once, use in multiple workflows:

  1. Go to the Actions tab
  2. Click Create New Action
  3. Select the action type (Email, Create, Update, Delete)
  4. Configure the action
  5. Save with a descriptive name
  6. Bind to any workflow

Editing Actions​

  1. Find the action in the Actions list
  2. Click to open
  3. Modify configuration
  4. Save

[!NOTE] Changes to a reusable action affect all workflows using it.

Deleting Actions​

  1. Select the action
  2. Click Delete
  3. Confirm deletion

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