Use workflows to standardize your process and ensure every case follows the same steps.
Before You Begin
Before creating a workflow, define the following:
Workflow Goal
What process should this workflow support?
Example: donor intake, case coordination, or transportation
Teams Involved
Who needs to participate or receive updates?
Data Requirements
What information must be collected to complete the case?
Planning these elements helps ensure your workflow is accurate and useful when applied to cases.
Create a Workflow
Step 1: Access the Workflow Builder
Log in to the Admin Portal
Open Workflow Builder
Select New, then choose Blank Workflow
Step 2: Name Your Workflow
Enter a clear, descriptive name.
This name will appear during case creation, so it should help users quickly identify the correct workflow.
Step 3: Configure Workflow Components
Workflows are made up of several components that control how cases behave when the workflow is applied.
Tasks and Fields
Define the structure of the case by creating tasks and adding fields.
Tasks group related information
Fields capture specific data
👉 See: Tasks and Fields
Default Settings
Default settings can automatically apply values when a case is created.
These include:
Case stage
Case tags
Default case name
Default follower groups
PDF Mapping
PDF mapping defines how data from a PDF is applied to workflow fields.
Select which fields from the PDF download should map to the fields in the workflow.
When importing a PDF during case creation, the mapped fields are populated automatically.
Analytics Mapping
Analytics mapping defines how workflow data is used for reporting.
Select fields in the workflow and map them to predefined analytic fields for use in dashboards and reports.
Save the Workflow
Once configuration is complete:
Select Create Workflow
The workflow is saved and becomes available for use when creating cases.
Default Settings Details
Default settings allow values and configuration to be applied automatically when a case is created. These can be reviewed and adjusted during case creation.
Case Stage
Sets a default case stage.
A single option is selected from a dropdown
The value appears during case creation
The stage can be changed before the case is created
Case Tags
Sets default tags for the case.
Multiple tags can be selected
Tags appear during case creation
Tags can be added or removed before the case is created
Default Case Name
Configure a default name for cases created with this workflow. Use merge fields to dynamically populate the name based on case data. The name can be edited at the time of case creation.
The case name can include:
Free text
Punctuation
Merge fields
Example
{{created_date}} | {{unos_id}} - {{age}} - {{sex}} - {{opo}}Preview
06/11/2026 | ABCD123 - 45 - MALE - NYOD
Default Follower Groups
Default follower groups define who is included in a case and what access they have.
This includes:
Selecting teams to be included for each group
Controlling which tasks each group can view or edit
Managing how updates are shared within a case
Summary
Creating a workflow allows you to:
Define how cases are structured
Standardize processes across your organization
Ensure required data is collected
Automatically include the right teams and access