Overview
Welcome to DoorLoop Workflows, property managers’s newest tool for automating processes, minimizing human error, and removing the hands-on busywork overloading your business.
Instead of manually checking lease dates, chasing tenants, or reminding your team what to do, Workflows brings a fully automated process to your most repetitive work, acting on its own to get things done. That way, you keep moving, and nothing slips through the cracks.
All you have to do is set it, forget it, and let DoorLoop run the process for you — the same way, every time.
Ready to get started? Choose a ready-built template from the Workflows library and customize it to your business today.
Walkthrough Video
Workflows Walkthrough Video Link.
Key Terms Before Starting
| Definition |
Trigger | The starting point. A trigger is the event (and conditions) that kicks off the Workflow in a project. |
Step | A single action or delay in your Workflow. Every Workflow is made of steps. |
Action | An automated task that happens when your Workflow runs—like sending an email or updating a field. |
Delay | A pause in the Workflow. It can be a delay (like 2 hours) for something specific to happen before continuing. |
Run | Every time a Workflow is triggered, it creates a new run. Each run follows the exact path based on your setup. |
How It Works
A Workflow is a sequence of automated steps that help you get more done with less effort.
It starts with a Trigger—an event that tells the Workflow to begin. Once triggered, it moves through a series of Steps, which can include Actions (like sending an email), and Delays (pauses or events to hold for).
Each time a Workflow runs in a project, it creates a Run—an individual instance of that automation, following the exact logic you set up.
In short: Workflows automate repetitive tasks so you can focus on bigger priorities.
The Steps
To get started with using Workflows in DoorLoop, you will first need to select a Workflow Template. Five workflow templates are available to begin with: Lease Renewals, Move In, Move Out, Tenant Welcome, and Pay-or-Quit Notices.
For beginners, we suggest starting out with the Lease Renewal template first. Once you have mastered the use of this template, getting started with the other templates will be a breeze.
Step 1 - Select Your Template
Select one of the templates to begin (Lease Renewals, Move Out, or Move In). When you select a workflow template, you will first see a preview of that template. You can click and drag to view the entire workflow and see what it does or use your mouse scroll wheel to do the same.
If this is the correct template to use, click "Use template." Otherwise, use the left menu pane and select a different template.
Step 2 - Configure Your Workflow
Once you select "Use Template," we recommend reviewing the workflow template again. This will allow you to look over all the triggers, actions, and delays to make sure everything fits your business needs.
Review the workflow trigger - The trigger is what activates the automated workflow. Each of the workflow templates has its own default triggers that can be edited if needed. (For example, the lease renewal trigger runs 90 days before a lease ends for all properties with fixed lease terms that have not yet had a renewal started on them.)
Review the actions - The next step is to review the action that occurs after a trigger is activated. These actions can include things like sending an email to the property owner, or creating a task for the person assigned to a specific action. Each action is called a step in the workflow, so review each step carefully.
Note that between some of these steps, there can be "delay" actions included that will pause parts of the workflow for a specified amount of time before it moves on to the next step.
If you want to edit any part of the workflow, clicking each step in the workflow lets you edit any actions and delays in the right-hand editing pane. (Note that not all variables can be modified.)
If you need to delete a step in the workflow, click on the step first (on the left) and then click the Trash bin icon (on the right). (You can also click the 3-dots on the step you want to delete, and then select delete from the popup menu.)
You will get a confirmation pop-up of whether or not you really want to delete this step. Click Delete Step to confirm.
If you need to add a step that isn't part of the workflow, click the "+" icon in between the steps you want the new step to appear and then select an option from the pop-up menu:
Create Task: This will create a task for a user on your account
Send Automated Email: Send an email to a specific person (user, owner, or tenant)
Send Text Message: Send an SMS message to a specific person (user, owner, or tenant) (This is only available if you have subscribed to SMS Messaging on the Communications Center)
Time Delay: Create a "Delay" action to pause the workflow before moving on to the next step
Once you have completed your edits and have completed each step in your workflow, click the Save Changes button at the top right corner.
Next, choose whether you want to "Save & Keep Editing" or "Save and Activate." Save and Activate will make the workflow live and will begin automating your tasks.
Step 3 - Reviewing Workflow Activity
Once your workflow is live, you'll be able to check the "Activity" tab and see a list of all your fixed leases that will be affected by the workflow. You will also see the status and see each time your workflow is triggered. You'll see each run listed so you can track progress
Step 4 - View All Workflows
When you get your first workflow created, whether it is active or a workflow in draft, you'll be able to see all your workflows by clicking Workflows on the main menu.
That’s it. Once your workflow is live, DoorLoop handles the busywork automatically—on time, every time. Fewer manual checks. Fewer reminders. Fewer things to worry about. Just consistent processes that keep your team moving and your business running smoothly.
Pick a template, customize it in minutes, and let Workflows do the rest. Less micromanaging. More momentum.
Next Steps
Workflows for Advanced Users - Learn more about workflows beyond the basics.