Workflow: Create Customer and/or Project When Card Enters a Specific Status
🔁 Workflow: Create Customer and/or Project When Card Enters a Specific Status
Overview
This workflow allows you to automatically create a customer and/or project record when a card reaches a particular status on a board. It’s useful for workflows where records should only be created after approval, qualification, or some form of review — not immediately at card creation.
🎯 When to Use This Workflow
Use this when:
- You want to delay customer or project creation until a milestone is hit (e.g., “Approved” or “Won”)
- Cards may be rejected or dropped early, and you don’t want to generate records until necessary
- You want project creation to be part of a reviewed, intentional step
- You need control over when CRM or estimating cards become official jobs
🧩 How to Set It Up
- Go to the appropriate board
- Navigate to Settings > Workflows
- Click ➕ Add
- Select the workflow type: “Create Customer and/or Project When Card Enters a Specific Status”
🔧 Setup Fields
| Field | Description |
|---|---|
| Workflow Name | Give it a name (e.g., “Create Project When Qualified”) |
| Trigger Status | Choose the status that will trigger the customer/project creation (e.g., “Approved”) |
| Create Customer | Toggle ON if customer record should be generated |
| Create Project | Toggle ON if project record should be created |
| Field Mappings | Map card fields to the required customer and project fields |
📇 Field Mapping Options
Customer:
- Name (Required)
- Office Phone (Required)
- Office Email (Required)
- Optional fields: Billing Email, Mobile, Address
Project:
- Title (Required)
- Address (Required)
- Optional: PO Number, Budget, Start/End Date, Contact Info
✅ Map only what you need — but required fields must be mapped for the record to be created successfully.
✅ Example Use Case
- A card moves to “Qualified Lead” in your CRM board
- The workflow fires and:
- Creates a new customer in the database using contact info from the card
- Creates a new project linked to that customer using mapped card fields
- The sales team continues tracking the deal in the CRM board
- Meanwhile, the operations team can begin preparing for the project in other workflows
🧠 Tips & Edge Cases
- Use this workflow if you only want records created for qualified or approved cards
- You can use card data from forms or internal fields to populate the mapping
- Consider pairing this with:
- A task assignment for onboarding
- A card move to hand it off to another board
- If a record already exists, this workflow will not merge or override — it creates a new one