> For the complete documentation index, see [llms.txt](https://docs.rubica.au/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.rubica.au/workflow/how-to-build-a-workflow-template.md).

# How to Build a Workflow Template

The end-to-end walkthrough: create a template, add stages and outcomes, wire up actions and triggers, and check your work before go-live.

Workflow Templates define repeatable, structured processes that get launched against client households in rubica. When a workflow starts for a client, it creates a **Job** with stages, tasks, checklists and automation — all pre-configured from the template. Build it once, use it for every client.

Everything happens in one place: **Home → Settings → Workflow Templates**. Each template has tabs for **Stages**, **Workflow Triggers**, **Service Mappings**, and the **Visualiser** — you'll touch each one below.

{% hint style="info" %}
New to the concepts? Read [Intro to Workflows](/workflow/intro-to-workflows.md) first — it explains stages, outcomes, actions and triggers in two minutes.
{% endhint %}

{% stepper %}
{% step %}

### Create the template

Go to **Home → Settings → Workflow Templates** and click **New**.

* **Template Name** — what users will see when launching the workflow (e.g. `Annual Review Flow`)
* **Template Type** — leave blank for a normal workflow. Set to `Task` only if you're building a reusable [Task Template](/workflow/task-templates.md).
* **Inactive** — leave unchecked.

Save, and you're on the template builder.

<figure><img src="https://3555949013-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqzoPnlIGiL5ejRdJEq5X%2Fuploads%2F476QMqayC8RFZbcZgylI%2FJob%20%26%20task%20template%20-%20how%20to%20find.gif?alt=media&#x26;token=1467ea4e-bb89-48b6-90f5-cf2ee4fe2432" alt=""><figcaption></figcaption></figure>
{% endstep %}

{% step %}

### Add stages

On the **Stages** tab, click **+ Add Stage** for each step of your process. Give each one a short name, an order, who owns it (usually an account team role, with a backup), and how many days it should take.

Keep stage names short — they appear on the Visualiser and the job's progress bar.

👉 Full field guide: [Stages & Outcomes](/workflow/stages-and-outcomes.md)
{% endstep %}

{% step %}

### Give each stage its outcomes

Open each stage and add **Outcomes** — the buttons an adviser clicks to move the job on. Most stages need just one (*"Done → next stage"*), but this is where branching lives: *"Client approved → Prepare Advice"*, *"Not proceeding → Close Job"*.

👉 Details, including the Close Job option and attaching automation to an outcome: [Stages & Outcomes](/workflow/stages-and-outcomes.md)
{% endstep %}

{% step %}

### Add actions

Still inside each stage, add **Actions** — the work the engine does for you: create tasks, attach checklists, send (or draft) emails and texts, generate documents, update household fields, kick off other jobs, and more. Actions can fire on stage entry, days later, or when a specific outcome is picked.

👉 The full catalogue of what's available: [Stage Actions & Action Types](/workflow/stage-actions-and-action-types.md)
{% endstep %}

{% step %}

### Automate the launch *(optional)*

If the workflow should start itself — *"14 days before the review date"* — set that up on the **Workflow Triggers** tab. Skip this step if the workflow will only ever be launched manually.

👉 [Workflow Triggers](/workflow/workflow-triggers.md)
{% endstep %}

{% step %}

### Map services *(optional)*

The **Service Mappings** tab links the workflow to specific services on an Opportunity — relevant for workflows tied to ongoing service agreements (e.g. an Annual Review that should only apply to clients on a specific advice service).

👉 [Service Mappings and Automation Triggers](/workflow-automation/service-mappings-and-automation-triggers.md)
{% endstep %}

{% step %}

### Check the Visualiser and test

Click the **Visualiser** tab. It shows every stage as a card, in order, with its assigned role, its actions, any Skip to Stage connections, and trigger information (e.g. `OFA Reference Date · Household Account · 70 Days Before`). It's the fastest way to spot a missing action or a wrong stage order before go-live.

Then launch the workflow against a **test household** and walk a job through every branch before rolling it out.

<figure><img src="https://3555949013-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqzoPnlIGiL5ejRdJEq5X%2Fuploads%2FCH44186MynYjHQO0MQXz%2FScreenshot%202026-06-22%20at%209.59.01%E2%80%AFam.png?alt=media&#x26;token=e93143d5-555a-4694-9484-90f044befd82" alt=""><figcaption></figcaption></figure>
{% endstep %}
{% endstepper %}

## Example: Annual Review Flow

Here's what a complete template looks like, as a reference:

**Template:** Annual Review Flow — Job type

| # | Stage                                 | Role                         | Actions                                                                    |
| - | ------------------------------------- | ---------------------------- | -------------------------------------------------------------------------- |
| 1 | Contact Client to Book Meeting        | Private Wealth Associate     | Checklist: Review Meeting Bookings                                         |
| 2 | Monitor Review Booking                | Private Wealth Associate     | Task: Prepare for Review \| Adviser, Task: Prepare for Review \| Associate |
| 3 | Prepare for Review                    | Private Wealth Associate     | —                                                                          |
| 4 | Meeting Reminder                      | Financial Planning Assistant | —                                                                          |
| 5 | Conduct Review & Complete File        | Private Wealth Manager       | Checklist: Post Review Checklist - Adviser                                 |
| 6 | Issue Ongoing Fee Arrangement Renewal | Business Operations Manager  | Skip to Stage (self-reference for manual progression)                      |

**Checklist: Review Meeting Bookings**

* Follow Up Meeting (order 2) — if no booking, send follow up email
* Meeting Booked (order 3) — confirm Calendly booking received

**Checklist: Post Review Checklist - Adviser**

* File Note (order 1) — complete file note using template
* Send email summary to client (order 2) — summary of discussions with SharePoint link
* Update SF Data (order 3) — update Salesforce with any new information
* Is Advice to be prepared? (order 4) — confirm whether advice docs are needed

## Tips & common mistakes

* **Task Templates are reusable** — don't duplicate task descriptions across workflows. Build [Task Templates](/workflow/task-templates.md) once and reference them everywhere.
* **Checklist Templates are reusable too** — the same `Post Review Checklist - Adviser` can be attached to multiple workflows.
* **Use the Visualiser before go-live** — it's the fastest way to spot missing actions or wrong stage order.
* **Spelling matters for file storage directories** — if your workflow involves document generation, the `templates` and `merged docs` folder names in Workato file storage must match exactly.
* **Refine with AI** — once the bones are in place, the [AI refine tool](/workflow/using-ai-to-build-and-refine-templates.md) can restructure stages from a plain-language instruction.