Automations Overview

Flokan's Automation engine lets you build powerful, no-code workflows that respond to events in your workspace and take action automatically. When a card moves to "Published," send a message in Discord. When a new team member joins, assign them to the right channels. When a thumbnail is uploaded, notify the reviewer. These are just a few examples — with 21 triggers and 33+ actions, the possibilities are extensive.

Automations eliminate repetitive manual tasks, ensure nothing falls through the cracks, and keep your team's external tools (Discord, Slack, email) in sync with your production pipeline.

Core Concepts

Workflows

A workflow is a single automation — a trigger connected to one or more actions. For example:

When a card is moved to the "Published" list → Send a Discord channel message announcing the new video → Send an email to the marketing team

Workflows can be as simple as one trigger and one action, or as complex as multi-step chains with conditions, delays, and branching logic.

Triggers

A trigger is the event that starts a workflow. Flokan provides 21 triggers covering card events, content events, board events, and workspace events. See Triggers for the complete list.

Actions

An action is a step that executes when the workflow runs. Flokan provides 33+ actions including Discord operations, Slack messaging, email, webhooks, conditional logic, and data transformation. See Actions for the complete list.

Conditions

Conditions let you branch your workflow based on data values. For example: "Only send the Discord notification if the card has the 'High Priority' label." Conditions evaluate data from the trigger event and previous action outputs.

Delays

Delays pause the workflow for a specified duration before continuing to the next action. Useful for scenarios like "Wait 24 hours after a card is moved to Review, then check if it's still there and send a reminder."

Creating a Workflow

1. Navigate to Automations in the sidebar
2. Click Create Workflow
3. Select a trigger — what event should start this workflow?
4. Add actions — what should happen when the trigger fires?
5. Configure each step — map data from the trigger to action parameters
6. Test the workflow with sample data
7. Activate the workflow

For a detailed walkthrough of the visual editor, see Workflow Editor.

Workflow Management

Organization

• Folders — Organize workflows into folders for easier navigation. Create folders for different categories like "Discord Sync", "Notifications", "Onboarding", etc.
• Search — Find workflows by name or description
• Enable/Disable — Toggle workflows on or off without deleting them. Disabled workflows don't fire, even when their trigger event occurs.

Workflow Templates

Save any workflow as a template to reuse later:

• Save as template — Convert a configured workflow into a reusable template
• Create from template — Start a new workflow from an existing template
• Share templates — Templates are workspace-scoped, so all team members can use them

Run History

Every workflow execution is logged with full details:

• Trigger data — What event triggered the run and what data it included
• Action results — The outcome of each action step (success/failure)
• Timestamps — When each step executed
• Error details — If an action failed, what went wrong

Use run history to debug workflows, verify they're working correctly, and understand patterns in your automation usage.

Bulk Actions

Select multiple workflows to:

• Delete — Remove multiple workflows at once
• Move — Move workflows to a different folder
• Enable/Disable — Toggle multiple workflows simultaneously

Workflow Limits

The number of workflows and executions you can have depends on your plan: