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