Workflow Setup

Can I assign workflow steps to Groups?

Yes. Before assigning a workflow step to a Group, you must first create the Group. Once created, the Group will appear as an option when assigning a workflow step.

When a step assigned to a Group is completed, the workflow step displays the name of the individual user who completed it.

You can also set a Group as the Default Assignee in a workflow template.

Do I have to manually assign steps?

No. Swivel allows you to set a Default Assignee so that the workflow and all associated steps will be automatically assigned when the workflow runs. Swivel also allows you to select a Responsible user for each specific workflow step.

Can workflows attach to transactions (e.g. Incoming Transfer, Withdrawal, etc.)?

Yes. When you click the +Create Workflow button, select Transaction Type and then the desired transaction as pictured below.

Managing Workflows

How do I view completed workflows?

To view Completed workflows, navigate to the Workflows tab and Filter by Completed in the Workflow Status.

To view Completed Workflows for a specific contact, navigate to the contact's record and click Workflows and Show All. This will display all workflows tied to this contact, including completed.

Why don’t I see completed workflows in the Workflows view?

Completed workflows are attached to the contact record.
They do not always appear in global or consolidated workflow views.

How to find completed workflows

Open the contact record
Click the Workflows tab
Toggle the filter to include Completed

Common misunderstanding
Filtering by Completed in the workflow builder does not show historical workflow activity. The workflow builder displays workflow configuration, not execution history.

Notifications

Can I turn off the workflow email notifications?

Not at this time. We recommend creating an email inbox rule and sending the notifications to a specific folder in your email. That way, the task notifications do not take up value real estate in your primary in box. Please check with your email provider to learn more on in box rules and creating folders.

Troubleshooting

Why didn't my workflow run?

Step 1: Verify the workflow has been published

Workflows in draft status are not available to run or trigger automatically. To check: Workflows → Workflow Templates → Locate Workflow

Confirm the workflow status is Published. If not, publish the workflow and try again.

Step 2: Confirm an Automation Trigger is Configured (Automated Workflows Only)

Automated workflows require an Automation Trigger to start automatically.

Examples:

Create Contact
Advance Sales Stage
Create Appointment
Attach Product

If the Automation Trigger field is blank, the workflow is configured as a Manual Workflow and must be started by a user.

🔍 Tip: Leave Automation Trigger blank only when you intentionally want a manual workflow.

Step 3: Verify the Triggering Action Actually Occurred

Workflows only run when the configured action occurs.

Example: Configured trigger: Advance Sales Stage → Proposal

The workflow will only start when the opportunity moves into that specific stage.

Updating unrelated fields will not trigger the workflow.

Step 4: Confirm the Workflow is Attached to the Correct Object Type

Workflows only run for the object type they were created on.

Examples:

Workflow Attached To	Runs When
Contact Type	Contact created or manually started
Product	Product attached
Appointment Type	Appointment created
Pipeline/Sales Stage	Opportunity created or stage updated

If attached incorrectly, the workflow will not trigger.

Step 5: Check Whether the Workflow Was Intended to Be Manual

Manual workflows require users to select: Run Workflow. The workflow will not start automatically.

Why can't I find my workflow?

Step 1: Check Workflow Status Filters

The workflow may exist under another status. From Workflows → Filter, Review Running, Scheduled, Completed, Expired, and/or Canceled

Step 2: Check Whether You're Looking in Templates or Active Workflows

These are different:

Workflow Templates = Configuration/Build Area
Workflows = Active or Completed Workflow executions

🔍 Tip: A common misunderstanding is expecting completed workflows to appear in Workflow Templates.

Step 3: Check the Related Record

Workflows live on associated records.

Step 4: Review User Filters

Workflows assigned to another user may not appear in your current filtered view.

Review: Workflows → Filter → User

Why isn't my scheduled workflow starting?

Step 1. Confirm Scheduling Is Enabled on the Workflow Template

Open the workflow template and verify: Automatically start scheduled workflows at specified start date is enabled. Without this setting, users will have to manually run the workflow at the scheduled start date.

Step 2: Confirm the Workflow Was Published

Only published workflows can start automatically.

Step 3: Review Scheduled Workflow Status

Go to Workflows → Filter → Scheduled and locate the workflow.

Scheduled workflows display Scheduled status until activated.