What Happens When a Workflow Fires?

1. When Exactly a Workflow Fires

Workflows configured in the Workflows tab of a template fire at submission — the moment the employee taps Submit on the completed form. Not when they give the triggering answer. Not partway through the form. At the moment of full submission.

This is different from conditional logic configured inside individual steps (via Add Conditional Logic), which fires in real time as the employee is completing the checklist — immediately when the triggering answer is given.

2. What the Workflow Does

When the trigger condition is met at submission, the workflow:

1. Creates a corrective task — named, described, and categorized as configured
2. Assigns it to the configured role or team
3. Tags it to the submission location — if Use Submission Location is enabled (it should always be on)
4. Sets a relative due date — e.g., "due in 4 hours" from the moment of task creation
5. Sends notifications — to the assigned role (location-scoped), any watchers, and any external email addresses configured as recipients

All of this happens in the background the moment the form is submitted. The employee who filled out the form may not see any indication it occurred beyond a brief confirmation if the admin configured one. 

3. The Critical Settings That Must Be Right

Use Submission Location: ON — This is what tags the corrective task to the store where the form was submitted. Without it, the task has no location, the role-based routing fails, and the task may go to no one.

Assignee: a role, not an individual — When a role is assigned, Xenia routes to the member of that role who has location membership at the submission location. When an individual is assigned, they receive the task regardless of which location submitted the form — often wrong at scale.

Select Location step in the template — Use Submission Location can only work if the submission has a location tag. That tag comes from the Select Location step in the form. Without it, there's no location to inherit.   

4. What to Check If a Workflow Didn't Fire

1. Was the template published?
2. Was the trigger condition actually met? (Did the submission contain the triggering answer?)
3. Was the form fully submitted (not just partially answered and exited)?
4. Is Use Submission Location enabled?
5. Did the employee fill in the Location step?
6. Does the assignee role have a member with location membership at the submitting location.

Need Help?
Reach out to our Support Team at Support@xenia.team