Triggering a workflow manually

Most workflow runs appear on your work list automatically on a schedule. Some templates are set up with a manual trigger — they don't run on a schedule, you fire them off when you need them. This is how you fire them from your phone.

When to use this

Use this flow when you've got a workflow template set up to be triggered by hand. On the canvas, that's the template with the trigger labelled Trigger manually. Examples:

• A safety check you only do when an incident happens
• A one-off opening or closing routine for a special event
• A spot check a manager wants the team to do today

If your template runs on a schedule instead, you don't need to do anything — the run will appear in the work list automatically.

How to trigger a workflow template

1. On the Work Items screen, tap Menu on the floating action bar
2. Tap Run a workflow template
3. The Run a workflow template screen opens with a list of every template you can run
4. Tap the template you want
5. The team picker opens, showing every team the template is assigned to. Every team is ticked by default.
6. Tap a team to untick it if you don't want it included
7. Tap Run for N teams at the bottom (the number updates as you tick and untick)
8. The runs are created and you go back to the Work Items screen

One run per team

Each team you tick gets its own workflow run. So if you tick three teams and tap the button, three separate runs are created — one per team. Each team then sees their run on their own work list.

If one team's run fails to create for some reason, Pilla tells you which one and the others still go through.

What you can see

The list on the Run a workflow template screen only shows templates that are:

• Set up with a manual or external trigger (scheduled-only templates don't appear)
• Assigned to at least one team you belong to

If you don't see a template you think should be there, check that you're on the right team, and that the template's trigger is set to manual on the canvas.

When there are no templates to run

If you've got no templates set up for manual triggering, the screen shows:

No workflow templates available to run. Templates with a manual or external trigger will appear here.

That's normal — it just means no one's set up a manual template yet. Templates are built on the canvas in the web app.

Setting up the template side

The mobile app only fires the trigger — the template itself is built on the canvas in the web app. To turn a template into one that can be fired manually, set its trigger to Trigger manually. See the manual triggers doc for the full setup.

Tips

• Every team is ticked by default. If you only want one team to run the workflow, tap Deselect all at the top right, then tick the one you want.
• The button label always shows the count: Run for 1 team, Run for 3 teams, and so on. Quick way to double-check before you tap.
• The new runs appear on each team's work list right away. Tell them to refresh if they don't see it.
• Manual triggers are perfect for routines you can't predict — emergencies, spot checks, special events.