Creating Workflows

You can create a Workflow from a one-click template or build it from scratch. Templates are the fastest way to start, and you can change any step after you pick one.

A Workflow starts with one trigger. After the trigger, you can add logic to filter or branch, and one or more actions.

Create a Workflow from a template

1. Open up your Ordergroove Admin, and click Workflows in the top toolbar.
2. Click Create Workflow and choose a template.
3. Click Configure on each step to fill in your details, such as the order number, gift product or new date.
4. Click Save. Before you launch, test it: see Test a Workflow in Managing Workflows.

Templates available today:

• Milestone order gift-with-purchase: adds a free gift to a subscriber's order at the milestone you choose, and sends an email through Klaviyo or Attentive.
• Milestone order discount: adds a discount to a subscriber's order at the milestone you choose, and sends an email through Klaviyo or Attentive.
• Move order dates in bulk: moves the place date on a batch of upcoming orders in one run.
• Cancel subscriptions in bulk: cancels a group of subscriptions in one run. Your cancellation emails still send.

Create a Workflow from scratch

This example builds a Gift with Purchase Workflow that adds a free gift to an upcoming order. It has three necessary components:

• Trigger: Recurring Order Placed
• Action: Add Free Gift to Upcoming Order
• Action: Send Communication (Klaviyo/Attentive)
• Optional: A/B Test

Watch a Video

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 Order Events > Recurring Order Placed

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.
3. Add one of your products to Product.

Step 3: Add actions

This workflow will listen for all subscriptions orders for the product we're filtering for, but it won’t do anything to those subscriptions yet. That’s the action. Let's add a GWP to the upcoming order.

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 Apply Free Gift
3. Ordergroove will create a new Action, and put it on the Canvas. 
4. To let the customer know they are receiving a GWP, add an email action. Under Send Communication > look for Klaviyo,Attentive, or Other/custom ESP. Add to the canvas and click Configure.
5. 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_coffe:

Next, test and launch it: see Managing Workflows.

Connect your email provider

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]

Connecting to Attentive

Connecting your Workflows to Attentive lets you turn any Ordergroove event, like a cancellation, into a targeted SMS or email journey, using the Key you set as the trigger.

Before you start, make sure you have already configured the Attentive integration. Then connect Attentive to each workflow:

1. Open up a workflow with an Attentive action, make a note of the Key you set. In the example above it's winback_coffee
2. In Attentive, create a Journey triggered by the custom event ordergroove.workflow.send_communication
3. Add a trigger filter: key → equals → [the key that you set]
4. Build your message. Along with the data from the action's Event payload, you can use key, workflow_name and workflow_id.

Connecting other email providers with a webhook

If your ESP isn't Klaviyo or Attentive, or you want workflow events in your own system, use the Other / Custom action. Ordergroove sends each event to a URL you choose, called a webhook. You'll usually need a developer, or your platform's support team, to set up the receiving side.

Step 1: Create a webhook

1. In your Ordergroove Admin, go to Developers → Webhooks and click Create.
2. Enter a Webhook name and the URL your platform gave you for incoming events.
3. You don't need to select any Events for workflows. Workflows send straight to the webhook you pick in the next step. Only select events if you also want this URL to receive those Ordergroove events.
4. Click Save.

Step 2: Connect the webhook to your workflow

1. Open up a workflow with an Other / Custom action and click Configure.
2. Under Webhook Route, select the webhook you created.
3. Make a note of the Key you set.

Step 3: Set up your platform

Set up your platform to listen for the workflow.send_communication event and filter where key equals the Key you set. Each event Ordergroove sends looks like this:

{
  "id": "6f1c2a9e-3b7d-4e0a-9c55-1f2e8d4b7a10",
  "type": "workflow.send_communication",
  "key": "winback_coffee",
  "created": "2026-10-21T15:04:05.000Z",
  "data": {
    "workflow_id": "…",
    "workflow_name": "Coffee win-back",
    "execution_id": "…",
    "is_test": false,
    "subscriber": { "email": "customer@example.com", … },
    "execution_context": { … }
  }
}

• key is the Key on your action. Use it to decide which message to send.
• data.subscriber holds the customer's contact details.
• data.execution_context holds the fields you chose in the action's Event payload.
• data.is_test is true for test runs. Use it to avoid messaging real customers while you test.
• id is unique to each event. Use it to ignore duplicates.

Step 4: Verify and monitor

Every request includes an Ordergroove-Signature header (ts=…,sig=…) so your developer can confirm it came from Ordergroove. The signature is an HMAC-SHA256 of <ts>.<request body>, signed with the Verification key on the webhook's About tab.

To check what was sent, click Configure on the action and then View deliveries. This opens the webhook's Deliveries tab, which shows each event and how your URL responded. Your URL should respond with a 2xx status. Anything else is recorded as a failed delivery.

Troubleshooting

I don't see Workflows in my navigation. Workflows is in Early Access. Ask your account admin for the Workflow Admin permission. If Workflows hasn't been turned on for your store, [Product to add how to request access].

My Klaviyo flow didn't send. Check that the trigger filter in Klaviyo uses the exact Key you set on the action, including capitalization, and that you sent a test event from the Klaviyo node.