Configure Workflow Trigger

A workflow trigger in QuoteCloud is the event or condition that automatically starts a workflow. When the trigger conditions are met, QuoteCloud runs the workflow actions—such as routing a document for approval, sending notifications, or updating record fields—so your document approval and automation processes happen without manual intervention.

Configure triggers in the workflow editor for the specific workflow you want to automate. Open that workflow and use the trigger configuration section to select the trigger type, add filters or conditions, and enable scheduling or delay options (when available). The editor provides fields and controls to preview and save your trigger settings.

QuoteCloud supports common trigger types such as record-created, record-updated, user-action triggers, and time-based triggers. Choose the type that matches when you want the workflow to run—for example, use record-updated triggers for approval steps tied to a status change, or time-based triggers to send scheduled reminders or periodic reports. Consider your business flow (sales quoting software vs. proposal software use cases) when matching trigger type to outcome.

When you set up a trigger in the workflow editor, add one or more conditions that check fields, status values, amounts, or user attributes. Combine conditions with AND/OR logic to precisely target which records will start the workflow (for example: Status = "Pending Approval" AND Total > 5000). Using filters minimizes unintended runs and keeps automation focused on the right quotes or proposals.

Yes—QuoteCloud supports time-based triggers and delay/scheduling options where available. Use scheduled triggers to run workflows at specific times (daily summaries, monthly reminders) or add a delay before running actions (e.g., wait 24 hours before sending a follow-up). Scheduling is useful for automating recurring tasks in your quote software and proposal software workflows.

Triggers are the starting point for approval workflows: they detect the relevant event (like a status change or approver action) and then run the workflow steps—routing documents, requesting signatures, applying approvals, or creating invoices. In a sales quoting or proposal process, triggers ensure approvals happen consistently and can also kick off downstream integrations (for example, to sync approved invoices with accounting systems).

Test triggers by using a test record or a staging workflow and watching the workflow history or logs in the editor. Verify conditions, check that the trigger is enabled, confirm user permissions, and confirm that any actions (email, status updates, integrations) are syntactically correct. If a trigger doesn’t fire, simplify conditions to isolate the issue and review audit logs to see whether the trigger evaluated but failed during action execution.

Prevent loops by avoiding workflows that update the same record without guard conditions—add a status check or use a flag field so the workflow only runs once per intended change. Use granular filters to limit the records a trigger processes, add delays or throttling for high-volume schedules, and monitor workflow run history to identify frequent or long-running jobs. These practices help keep automation efficient for quote software and sales proposal software environments.