Automate with Workflows / Lesson 9: Workflow Test Walkthrough
Let's walkthrough a workflow test together! In this scenario, we're testing a workflow that will be applied to a new project by a lead capture form, so we'll start our test from a lead capture form.
Inside the lead capture form template, we'll grab the direct link under the share button, open it in a new browser tab, and then fill it out. After submitting the form, we'll go back to the projects page inside your Dubsado account and check that a new project has been created with the correct status. If it's in the wrong status, make a note.
Next, we'll open the project. In the inbox, we can see right away that an email has already been sent out! Under the workflows tab, the correct workflow has been applied, it's active and it already executed the first and second actions. If you don't see a workflow applied, or the wrong workflow was applied, double check the settings or workflow element on your lead capture form. The second action has created a todo to review the lead capture form and approve the intake questionnaire invitation to send if the event date they're interested in is available. For testing, we'll handle this exactly the way we would if this was a real client.
First, we'll go to the forms tab and review the Lead Capture form. Everything looks correct here, so we can head back to the Workflows tab. Assuming that we can move forward with this client, we'll check off the todo and click Approve on the next action to send the intake questionnaire.
When you're testing workflows, you can expect that some actions may take a while to run. Try to allow the actions to run in real time, without clicking Force Now or Mark Completed, so that you can catch any issues. You may also need to refresh the page to see new actions check off.
Continue to run through each step of the process, alternating between playing the client and acting as the business owner. When you're the client, open links by clicking on them in the emails sent to you via the workflow. When you need to fill out a form or sign a contract as the client, open the form in an incognito or private browser window. Testing is a great opportunity to experience your workflow from both the client's perspective as well as your own, so take notes from both sides as you go through the process.
Tip
You can use a mobile device to pretend to be a client. Double check that you aren't logged into Dubsado on that device, then open the emails and links from your phone or tablet. You won't need to use an incognito window with this strategy.
Test Payments
If you'd like to test the "invoice paid in full" or "after scheduled payment completed" trigger, you can manually apply a test payment to the invoice.
Let's say you're filling out a proposal-contract-invoice as if you were the client. When you get to the invoice, just close the window and head to the invoices tab inside the project. Open the invoice.
Click Apply - Payment to add a payment manually. Enter today's date for the payment, the amount, and any method. We also recommend adding a note that this is a test payment so that you'll be able to identify and delete it later. Click apply.
The workflow will take longer to recognize the manually applied payment than it would to recognize a payment made through a payment processor. Be patient and allow the workflow to run in real time!
Tip
If you ever run into errors or unexpected behavior in your workflow, don't delete the evidence! Please reach out to our chat support team right away so they can take a look.
Future Dates
Many workflows are designed to run over a longer period of time, sometimes a year or more! But don't worry, you won't have to spend a year testing one workflow. For actions set to trigger out in the future, check to make sure the trigger date looks accurate and then force the action through by clicking force now.
Tip
Set a realistic project date for your test if your workflow relies on one. If you designed your workflow to send emails out over the course of a year, but your test project date is set to next week, you'll run into a series of errors.
Next Steps
After you finish testing your workflow, review any notes you've made on changes you'd like to make or mistakes to correct. If the changes are minor, you may be comfortable without testing again.
If the changes involve moving actions or triggers around, we encourage you to run another test with a brand new project. It never hurts to test until you are fully confident!