Overview
Workflows let you automate repetitive processes in DoorLoop — such as checking lease dates, following up with tenants, or reminding your team of tasks — instead of doing them manually each time.
Ready to get started? Choose a ready-built template from the Workflows library and customize it to your business.
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.
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.
The Steps
Step 1 - Select Your Template
To get started with using Workflows in DoorLoop, click Workflows on the main menu. You will need to select one of the Workflow Template to get started. There are several premade templates already available, such as the Pay-or-Quit notice, Tenant Welcome, and Lease Renewals.
Step 2 - Configure Your Workflow
Make sure you are on the Workflow tab of the template. 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.
Once your workflow is saved and activated, it will run automatically whenever its trigger condition is met.
Next Steps
Workflows for Advanced Users - Learn more about workflows beyond the basics.