Guides
Workflows & Automations
Automate business processes with workflow templates and triggers.
Workflows & Automations
The Total Access Workflows module lets you define automated processes that trigger on events within the platform. Workflows can send notifications, create work items, update records, and call external APIs.
Overview
Workflows are defined as templates with a trigger type, module context, and configuration. When a triggering event occurs, the workflow executes its configured actions.
Trigger types
| Trigger | Description |
|---|---|
event | Fires when a specific platform event occurs (e.g. job.completed) |
schedule | Fires on a cron schedule (e.g. daily at 09:00) |
webhook | Fires when an inbound webhook is received |
manual | Triggered explicitly via API or UI |
List workflow templates
curl -X GET "https://developer.totalaccess.co.za/api/v1/workflows?module=finance&status=active" \
-H "Authorization: Bearer YOUR_JWT_TOKEN"Filter parameters
| Parameter | Description |
|---|---|
module | Filter by module (e.g. finance, attendance, fleet) |
type | Filter by workflow type |
status | Filter by status (active, paused, draft, archived) |
trigger_type | Filter by trigger type |
Create a workflow template
curl -X POST https://developer.totalaccess.co.za/api/v1/workflows \
-H "Authorization: Bearer YOUR_JWT_TOKEN" \
-H "Content-Type: application/json" \
-d '{
"name": "Auto-assign technician on job creation",
"module": "work_items",
"trigger_type": "event",
"config": {
"event": "work_item.created",
"conditions": [
{ "field": "item_type", "operator": "eq", "value": "job" }
],
"actions": [
{ "type": "assign_nearest_technician" }
]
}
}'Update workflow status
Activate, pause, or archive a workflow:
curl -X PATCH https://developer.totalaccess.co.za/api/v1/workflows/42/status \
-H "Authorization: Bearer YOUR_JWT_TOKEN" \
-H "Content-Type: application/json" \
-d '{ "status": "active" }'Test a workflow
Run a workflow with a test payload without executing real actions:
curl -X POST https://developer.totalaccess.co.za/api/v1/workflows/42/test \
-H "Authorization: Bearer YOUR_JWT_TOKEN" \
-H "Content-Type: application/json" \
-d '{
"mock_event": {
"item_type": "job",
"id": 12345,
"title": "Test job"
}
}'List workflow executions
View past workflow executions and their results:
curl -X GET "https://developer.totalaccess.co.za/api/v1/workflows/executions?workflow_id=42&limit=20" \
-H "Authorization: Bearer YOUR_JWT_TOKEN"Workflow execution logs are retained for 90 days. Use the status filter to find failed executions for debugging.