Build first workflow

Automated processes, also called workflows, are a great replacement for sending emails, issuing personal reminders and collecting paper trail.

You can build your workflows in minutes and then run them innumerable times. Your starting point for creating workflows in Next Matter is the Workflows tab.

Build a workflow step by step

To build a simple workflow you need the following:

  1. Decide on steps your workflow will have. Steps are stages or milestones in your workflow. For example, if you need to change customer data, you'll need a step to collect new data and a step to update your CRM tool.
  2. Decide who will be assigned to the steps. One person can own the entire workflow but also you can have a different assignee for each step. If needed, you can even assign a step to an external user.
  3. Decide if your steps need form fields. If steps define stages in the workflow, form fields define specific tasks. For example, Provide first name or Enter email address would be the fields within the Collect personal data step. Forms might involve entering data, uploading images, or selecting options from a dropdown.

Start in Next Matter

  1. To build a workflow, in the left-hand panel, click Workflows.
  2. Click + Create new > Create new workflow.
  3. Enter the name of the workflow and click Create.


Tip: By default, the workflow will be the workflow lead and the process will be visible. If it's your first workflow, you can leave the defaults. However, if you want to read more about visibility, see About visibility permissions.

  1. Leave the Step trigger configuration at the Manual default. If you want to explore other options, see Start process instances.
  2. Click + Add step and select the Form step type. Form steps require the step assignee to fill something in or provide some data. There are other step types and you can read about them in About steps and step types.
  3. Click + Add form and select the form field as Short Text Input so the assignee can provide their name. You can change the form field's placeholder by clicking Settings. Enter Name as the form field's Label in Settings.
  4. Click + Add step and select the Form step type. Now create a form field that's an Instruction. You can use this step type to show the data the user filled in.
  5. Click Settings for the form field, and click the braces icon in the Instruction field. This opens a dropdown with the data from previous steps that you can use or refer to. Scroll the list until you find Name Input. This is the reference to the data the user will enter in the name field you created in step 6.
  6. Click the Name Input reference.
  7. Save your changes.


Only one person can edit a workflow at a time. This is to prevent changes being overwritten.

Now click the play icon. This will start your workflow. Add a name to your instance and click Start.

This will set your workflow in action and you can collect your first data.

To learn more about building a workflow to update customer data, see this video: