What Are Workflows?

Workflows let you automate repetitive operations. When something happens (a new order, low inventory, abandoned checkout), OpsPilot can automatically create tasks, send emails, post to Slack, log to Google Sheets — or any combination.

Creating a Workflow

Triggers

A trigger is the event that starts your workflow. You can choose one trigger per workflow.

Event-Based Triggers

These fire instantly when something happens in your Shopify store:

Trigger	Fires When…	Example Use
Order Created	A new order is placed	Alert team for high-value orders
Order Updated	An order changes	Track payment or fulfillment changes
Checkout Abandoned	Customer leaves checkout	Send recovery reminder
Inventory Level Updated	Stock quantity changes	Alert when running low
Customer Created	New customer account	Welcome email, VIP tagging
Product Updated	A product is modified	Review task for quality control
Manual Trigger	You click "Run Now"	On-demand escalations

Scheduled Trigger

Run workflows on a set schedule (daily, weekly, monthly, or custom interval). Perfect for batch operations like daily unfulfilled orders checks.

Conditions (Optional)

Conditions let you filter when the workflow runs. Without conditions, the workflow triggers on every matching event.

Operators

Operator	Meaning	Example
Equals	Exact match	financial_status equals "pending"
Not Equal	Does not match	fulfillment_status not equal "fulfilled"
Greater Than	Numeric comparison	total_price greater than 500
Less Than	Numeric comparison	available less than 10
Contains	Text includes value	tags contains "vip"
Exists	Field is present	email exists

AND / OR Groups

Combine conditions with AND (all must be true) or OR (at least one). You can nest groups for complex logic:

IF (order.total_price > 500 AND order.tags contains "wholesale")
   OR (order.total_price > 1000)
→ Run actions

Actions

Actions are what happens when the trigger fires and conditions are met. You can add multiple actions — they run in order.

Create Task

Automatically creates a task for your team. Set the title, description, priority, assignee, and due date offset.

Create Note

Automatically creates an internal note. Set the title, content, entity type, and whether to pin it.

Send Email

Send an email to a customer, team member, or custom address. Supports HTML and template variables.

Send Slack Message

Posts a message to your Slack channel. Supports Slack markdown and template variables.

Add to Google Sheet

Appends a row to a Google Sheets spreadsheet. Great for reports, audit trails, and dashboards. Supports deduplication and custom styling.

Template Variables

Template variables let you insert dynamic data from the trigger into your actions. Wrap them in double curly braces: {{variable_name}}. See the complete Template Variables reference for every variable organized by trigger type, availability matrix, and usage tips.

Variable	Value	Available For
{{order_number}}	Order number (e.g., #1234)	Order triggers
{{customer_name}}	Customer full name	Customer / Order triggers
{{product_title}}	Product name	Product triggers
{{store_name}}	Your store name	All triggers

→ View all 60+ template variables

Delayed Actions

Add a delay to any action so it runs later instead of immediately. Enable Delay in the action settings and set the duration.

Delay	Use Case
30 minutes	Send a follow-up email after order confirmation
2 hours	Remind fulfillment team if order still pending
1 day	Check if abandoned checkout was recovered

Deduplication (Smart Repeat Prevention)

OpsPilot automatically prevents duplicates:

• Task Deduplication: When "Create Once Per Entity" is enabled (default), existing tasks for the same entity are updated instead of creating duplicates
• Email / Slack / Sheets: Identical notifications are not sent twice within 24 hours by default

Scheduled Workflows

Scheduled workflows run on a repeating timer instead of reacting to store events. They are ideal for batch operations: checking unfulfilled orders every morning, sending a weekly summary note, or reviewing low inventory on a set schedule.

Setting Up a Scheduled Workflow

Frequency Options

Frequency	Configuration	Example Use
Hourly	Runs every hour	Check for new abandoned checkouts every hour
Daily	Pick a time (or multiple)	9 AM daily unfulfilled orders review
Weekly	Pick a day and time	Monday 8 AM weekly summary note
Monthly	Pick a day of month and time	1st of month inventory restock check
Custom Interval	Every X hours/days/weeks	Every 4 hours, every 2 days

Scheduled vs. Event-Based

	Event-Based	Scheduled
Fires when	Instantly on a store event	On a fixed timer
Best for	Real-time reactions	Batch checks & digests
Data source	The event payload (one record)	Queried at run time (many records)
Conditions	Filter the event payload	Filter the queried records

Workflow Templates

OpsPilot includes 40+ pre-built templates

to get you started quickly. Browse the template gallery when creating a new workflow.

Template Catalog

All templates are fully customizable after adding them. Click Use template to load a template, then edit it as needed.

Order Management

Template	Trigger	What It Does
VIP Order Alert	Order Created	Creates a high-priority task and Slack alert for orders above a set value
Priority Order	Order Created	Creates an urgent task when an order is tagged at creation
Priority Tag Added	Order Updated	Fires when a priority tag is added to an existing order
Payment Pending Review	Order Created	Creates a task to review orders with pending payment status
Refunded Order Follow-Up	Order Updated	Creates a follow-up task and sends a customer email on refund
Order Fulfillment Reminder	Order Created	Sets a delayed task reminder if order is still unfulfilled after X hours
Unfulfilled Orders Monitor	Scheduled (Daily)	Daily digest task listing all open unfulfilled orders
Unpaid COD Confirmation	Scheduled (Daily)	Monitors cash-on-delivery orders waiting for payment confirmation

Customer Management

Template	Trigger	What It Does
New Customer Welcome	Customer Created	Sends a welcome email to new customers
High-Value Customer Alert	Customer Created	Creates a VIP task and Slack alert for high-lifetime-value customers
New Customer Task	Customer Created	Creates an onboarding task for every new customer account
Customer Tag VIP Note	Customer Created	Auto-creates a pinned note when a customer is tagged as VIP
New Customers Daily Digest	Scheduled (Daily)	Sends a daily note summarizing new customer signups

Product & Inventory

Template	Trigger	What It Does
Product Update Review	Product Updated	Creates a QA review task whenever a product is modified
Product Draft Review	Product Updated	Task created when a product is moved to Draft status
Weekly Product Review	Scheduled (Weekly)	Weekly note summarizing products changed in the past 7 days
Inventory Critical Restock	Inventory Updated	Urgent task + Slack alert when stock drops to a critical level
Low Stock Notification	Inventory Updated	Email alert when a product falls below a low-stock threshold
Low Inventory Monitor	Scheduled (Daily)	Daily digest of all products currently below par level

Checkout & Recovery

Template	Trigger	What It Does
Abandoned Checkout Recovery	Checkout Abandoned	Sends a recovery email after a configurable delay
High-Value Checkout Escalation	Checkout Abandoned	Creates a high-priority task for abandoned checkouts above a set value

Scheduled Reports & Reminders

Template	Schedule	What It Does
Daily Review Task	Daily	Creates a daily review task at a set time each morning
Weekly Summary Note	Weekly	Auto-creates a note summarizing the week's activity
Inbox Cleanup Reminder	Weekly	Reminds team to review and close stale tasks
Recent Orders Digest	Scheduled	Logs recent orders to a Google Sheet for reporting
Recent Customers Review	Scheduled	Logs new customer data to a Google Sheet

Manual Workflows

Template	Trigger	What It Does
Manual Escalation	Manual Trigger	On-demand urgent task creation + Slack notification
Manual Quick Task	Manual Trigger	Quickly create a standard task with pre-filled fields

Workflow Management Screens

Testing a Workflow

You can test without waiting for a real event: open the workflow and click Test Workflow

. Pick a real order, product, or customer as test data.