Workflows Guide

Before you begin

Workflows are available to tenant administrators with permission to manage workflows. Open Settings, then select Workflows. A workflow has three parts:

• When: the event that starts it.
• If: optional conditions that must match.
• Then: one or more actions Scopable takes.

Start with one clear outcome. For example, notify an owner when a quote is viewed, request approval before a high-value quote is sent, or create a remediation quote when a compliance control becomes non-compliant.

Create your first workflow

Select New workflow, give it a recognizable name, and choose the event that should start it. Scopable supports events for quotes, opportunities, and compliance controls.

For quote workflows, you can run a workflow when a quote is sending, sent, viewed, signed, or reaches a chosen age. Opportunity workflows can run when an opportunity is created or changes stage. Compliance workflows can run when a control status changes after evidence is collected.

Use the condition builder only when the workflow should apply to a narrower situation. For example, a quote approval workflow can check whether the total amount is greater than your threshold. Conditions can be grouped so that all conditions must match or any condition may match.

Add the action or actions Scopable should take. Available actions depend on the event. Common actions include sending an in-app notification, requesting approval before a quote is sent, updating a quote sales stage, marking a signed quote as won, refreshing hardware pricing, adding a recipient, or creating a remediation quote from a compliance control.

Save the workflow, review the validation result, then activate it when you are ready for it to run. You can keep a workflow inactive while you finish its rules or adjust its wording.

Use approvals to protect quote sends

An approval action can pause a quote send until an authorized approver decides it. Add it to a Quote is sending workflow, then set the approval details and timeout that suit your process.

When an approval is waiting, Scopable does not silently send the quote. Approvers can review the request from the quote approvals area. If the approval is rejected or the pre-send workflow fails, the quote remains unsent so the team can resolve the issue deliberately.

Review runs and failures

The Workflows page includes run history so you can see whether a workflow completed, was skipped, is waiting for approval, or failed. Open a run to review its result before changing a live rule.

If a workflow fails, check the workflow name, the event that triggered it, and the recorded error. Correct the workflow or the underlying record, then use the normal editor to save and reactivate it. A successful workflow should be observable, not assumed.

Keep workflows safe

• Use specific names, such as Approve quotes over £10,000, so the purpose is clear later.
• Start with a dry run or an inactive workflow when you are changing a sensitive process.
• Keep conditions focused on the event's own data. A quote rule should use quote fields, and an opportunity rule should use opportunity fields.
• Review active workflows after changing a sales process, approval policy, or compliance programme.
• Treat notifications as prompts for people, not as proof that a customer-facing action succeeded.

Troubleshooting

I cannot see Workflows

Ask a tenant administrator to confirm that you have permission to manage workflows. The Workflows page remains visible when execution is paused for maintenance or a rollout safeguard, but new runs will not execute until it is enabled again.

My workflow did not run

Check that the workflow is active, that its event actually occurred, and that its conditions matched the record. Then inspect run history for a skipped or failed result. A workflow with an approval action can remain in Waiting for approval until an approver decides it.

A quote did not send

Check its approval status and the related workflow run. A pre-send approval or a failed pre-send workflow intentionally keeps the quote from being sent. Resolve the request or fix the workflow, then send the quote again.

Getting help

When contacting Scopable support, include the workflow name, the affected record URL, the time of the event, and the run status or error message. Do not include credentials or sensitive client information in a support request.