Building Workflows

This guide walks you through building, testing, and publishing your first Workflow in Ordergroove. You'll build a simple Workflow that automatically updates a subscription's extra data when a new subscription is created — a common use case for keeping subscription data in sync with downstream systems like a CRM or analytics tool.

What you'll build

A win-back Workflow. Specifically, it's a Workflow that fires every time a subscription of a particular item is cancelled, and triggers a re-engagement email sent to the subscriber.

This Workflow has two components:

• Trigger: Subscription Cancel
• Action: Update Subscription Extra Data

We'll explain both as we build out the workflow.

Watch a Video

In the video above we build a Gift with Purchase Flow. If you'd prefer to make a Winback campaign, follow the written steps below.

Step 1: Create a new Workflow

1. Open up your Ordergroove Admin, and click Workflows in the top toolbar. 
2. Click Create Workflow. For this example select + Start from scratch.

Step 2: Add a trigger and optional filter

The trigger is an event that the workflow will listen for. When that event fires off, the workflow hears it and automatically does whatever we tell it to. 

1. Click + See more triggers in the Start with a trigger box, 
2. Look for Subscription Events > Subscription Cancel

Right now this will fire off for every single subscription that’s cancelled. If you only want this to work for a select group, say for example only particular product(s), we can add a filter:

1. Click Configure in the Subscription Cancel node, and + Add Filter. For this example I only want the workflow to fire off if the subscription was for one particular item 
2. You can scroll through the available filters or search for it, either way select Product Name.
3. Add one of your products to Product Name.
4. Close out with the X.

Step 3: Add an action

This workflow will listen for all subscriptions cancelled cancelled for the product we're filtering for, but it won’t do anything to those subscriptions yet. That’s the action. Let's send an email winback to the customer.

1. Click Action in the Flow Steps box on the top left.
2. There’s a number of things we could automate, in this case select Send Communication > Select your email provider.
3. Ordergroove will create a new Action, and put it on the Canvas. Look for the new Klaviyo/Attentive card and click Configure.
4. Look for Key field and click on it to give it a unique key. This is what you can filter on in your email provider. In this example I called it winback_coffee:

Here's what your completed workflow will look like, your key and filter may vary:

Step 4: Save your work 

Once you're satisfied with the trigger and action(s), click Save.

Step 5: Test your workflow

Before you set it live, we recommend testing it for a single customer - usually yourself or a coworker. We'll add another filter:

1. Locate your Trigger node, for this example we used Subscription Cancel, and click Configure
2. Click + Add Filter
3. Search for Email
4. Type your sample customer's email into the Value field
5. Save and Launch the Workflow

Test it out by cancelling a subscription with the product and customer email you set.

Step 6: Publish your Workflow

If everything looks good with the test, we’re ready to set the Workflow live. 

1. Go back to Ordergroove > Workflows and Edit the workflow we created.
2. Look for the Subscription Cancel node on the Canvas, and click Configure.
3. Click the trash can next to email, or other fields you filtered on to specify just one specific customer.
4. Click the X, Save, and Launch.

Connecting to Klaviyo

Connecting your Workflows to Klaviyo lets you turn any Ordergroove event, like a cancellation, into a targeted email flow, using the Key you set as the trigger. You'll need to connect Klaviyo to each workflow:

1. Open up a workflow with a Klaviyo action, make a note of the Key you set. In the example below it's  winback_coffee
2. Click Configure on the Klaviyo node → scroll down and click Send test event
3. In Klaviyo, go to Flows → Create Flow → Build your own
4. Set the trigger to Metric and search for Ordergroove under Your metrics
5. Select Ordergroove.workflow.send_communication
6. Add a trigger filter: key → equals → [the key that you set]

Troubleshooting

My Workflow didn't fire when I created a test subscription. Double-check that the Workflow is published, not in draft. Also confirm the trigger you selected matches the event you're testing — Subscription Created fires on new subscriptions, not on order placement.

My action ran but the extra data didn't update. Make sure the field name in your action matches exactly, including capitalization. Extra data field names are case-sensitive.

I don't see Workflows in my navigation. Workflows is in Early Access. Reach out to your CSM to get access enabled for your account.

Additional Reading

• Workflows Overview
• Workflows Recipe Book