---
title: "Workflow: Create Customer and/or Project When Card Enters a Specific Status"
url: "https://help.ontraccr.com/en/article/workflow-create-customer-and-or-project-when-card-enters-a-specific-status"
language: "en"
last_updated: "2025-05-27T10:36:35.346Z"
---

# 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.

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## **🎯 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**

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## **🧩 How to Set It Up**

1.  Go to the appropriate board
2.  Navigate to **Settings > Workflows**
3.  Click ➕ **Add**
4.  Select the workflow type: **“Create Customer and/or Project When Card Enters a Specific Status”**

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### 🔧 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 |

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## **📇 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.

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## **✅ 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

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## **🧠 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