> ## Documentation Index
> Fetch the complete documentation index at: https://docs-vnext.kiflo.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Workflow Actions, Enrollments, and Practical Examples

> Configure Send email, Create task, and Delay actions in Kiflo Workflows. Covers enrollment statuses, stopping workflows, and a welcome-sequence example.

Actions are the steps that run after a workflow trigger fires. Each action in a workflow executes in sequence — Kiflo moves from one to the next automatically. You can chain as many actions as you need, and you can mix action types freely to build exactly the right sequence for each use case.

Add an action to any workflow by clicking the **+** button in the workflow builder, then selecting the action type.

***

## Send email

The **Send email** action sends an automated, personalized email when that step in the workflow is reached. Use it to welcome new partners, remind partners to complete a task, celebrate a milestone, or deliver any other message at exactly the right moment.

<Steps>
  <Step title="Select the action">
    In the workflow builder, click **+** and select **Send email**.
  </Step>

  <Step title="Configure the From name">
    Enter the name that will appear as the email sender — for example, your name or your company's partner team name. This is a display name, not an email address.
  </Step>

  <Step title="Set the recipient">
    In the **To** field, choose the recipient. You can:

    * Select a placeholder such as **Main contact's email address** or **Team member's email address** to send dynamically to the right person.
    * Type one or more specific email addresses, separated by commas.
  </Step>

  <Step title="Write the subject">
    Enter the email subject. You can use placeholders here — for example, insert **Partner name** to personalize the subject line.
  </Step>

  <Step title="Write the message">
    Write the email body in the message editor. Use placeholders to personalize the content for the enrolled entity. The available placeholders depend on the trigger you chose for this workflow.
  </Step>

  <Step title="Confirm">
    Click **Confirm** to save the action.
  </Step>
</Steps>

### Placeholders by trigger type

The placeholders available in your email depend on which trigger is set for the workflow.

<Accordion title="Partner invitation status changed (entity: Partner team member)">
  **From name and Subject:**

  * Partner name
  * Team member's first name
  * Team member's last name

  **To:**

  * Main contact's email address
  * Team member's email address

  **Body:**

  * Main contact's email address
  * Partner name
  * Team member activation URL
  * Team member's email address
  * Team member's first name
  * Team member's last name
</Accordion>

<Accordion title="Metric changed (entity: Partner)">
  **From name and Subject:**

  * Partner name
  * Main contact's first name
  * Main contact's last name

  **To:**

  * Main contact's email address

  **Body:**

  * Main contact's email address
  * Partner name
  * Main contact's first name
  * Main contact's last name
</Accordion>

<Accordion title="Payout validated (entity: Payout)">
  **From name and Subject:**

  * Partner name
  * Payout ID
  * Payout name
  * Total amount

  **To:**

  * Main contact's email address

  **Body:**

  * Partner name
  * Payout ID
  * Payout name
  * Total amount
</Accordion>

***

## Create task

The **Create task** action generates an internal task — either for your team or visible to the partner — when that step in the workflow is reached. Use it to assign follow-up calls, onboarding meetings, contract signings, or any other time-sensitive action that needs to happen at a specific point in the partner journey.

<Steps>
  <Step title="Select the action">
    Click **+** and select **Create task**.
  </Step>

  <Step title="Name the task">
    Enter a task name. You can insert placeholders such as **Partner name** or **Team member's first name** to make each task name contextual.
  </Step>

  <Step title="Set a due date">
    Fill in **Due in (days)** to specify how many days from enrollment the task should be due, and set the **Time** for the deadline.
  </Step>

  <Step title="Assign the task">
    In the **Assigned to** field, select the team member responsible for completing this task.
  </Step>

  <Step title="Set partner visibility">
    Choose whether the task is visible to the partner in their portal. Make it visible when you want the partner to take an action themselves; keep it internal when it is a reminder only for your team.
  </Step>

  <Step title="Add a description">
    Write a description with any relevant context. Use placeholders here too — for example, include the **Main contact's email address** or **Partner name** so the assignee has the information they need without switching tabs.
  </Step>

  <Step title="Confirm">
    Click **Confirm** to save the action.
  </Step>
</Steps>

<Tip>
  Use Create task at the end of a follow-up email sequence. If a partner has not responded after two automated emails, a task assigned to a team member ensures a human follows up personally.
</Tip>

***

## Delay

The **Delay** action pauses the workflow for a specified amount of time before executing the next action. Use it to space out emails, give partners time to act before sending a reminder, or align workflow steps with your preferred follow-up cadence.

<Steps>
  <Step title="Select the action">
    Click **+** and select **Delay**.
  </Step>

  <Step title="Set the duration">
    Choose how long to pause — you can specify days, hours, and minutes. For example, delay for **3 days** before sending a follow-up email, or delay for **10 hours and 30 minutes** before the next step.
  </Step>

  <Step title="Confirm">
    Click **Confirm** to save the action.
  </Step>
</Steps>

<Note>
  An entity enrolled in a workflow remains **In progress** while waiting out a delay. If you need to stop the workflow for a specific entity during a delay, you can do so manually from the **Enrollments** tab — see below.
</Note>

***

## Workflow enrollments

When a trigger fires for an entity, Kiflo **enrolls** that entity in the workflow and begins running the action sequence. The **Enrollments** tab inside each workflow shows you every enrollment and its current status.

To view enrollments, go to **Manage > Workflows**, open a workflow, and click the **Enrollments** tab. Use **Show filters** to filter by **Enrollment date**, **Name**, or **Status**.

### Enrollment statuses

<CardGroup cols={2}>
  <Card title="In progress" icon="spinner">
    The entity is currently moving through the workflow. It has not yet reached the final step and there are no errors.
  </Card>

  <Card title="Success" icon="circle-check">
    The entity reached the end of the workflow and all steps completed without issues.
  </Card>

  <Card title="Stopped" icon="hand">
    A user manually stopped the workflow for this entity. The workflow did not complete.
  </Card>

  <Card title="Cancelled" icon="ban">
    Kiflo automatically stopped the workflow because it could not continue — for example, the workflow was disabled or the enrolled entity was deleted. The workflow did not complete.
  </Card>

  <Card title="Error" icon="triangle-exclamation">
    Kiflo automatically stopped the workflow due to a technical error. The workflow did not complete. Review the error details in the enrollment record.
  </Card>
</CardGroup>

### Stop a workflow for a specific entity

If you need to remove a single entity from an active workflow — for example, a partner accepted their invitation and you no longer want to send them reminder emails — you can stop the enrollment manually:

1. Go to **Manage > Workflows** and open the relevant workflow.
2. Click the **Enrollments** tab.
3. Find the enrollment you want to stop and open it.
4. Click **Stop** to halt the workflow for that entity. The enrollment status changes to **Stopped**.

<Tip>
  To stop a workflow automatically rather than manually, configure an **end condition** in the workflow settings. For example, set the end condition to **Partner team member accepted invitation** so an invitation reminder sequence stops the moment the partner logs in — no manual intervention needed.
</Tip>

***

## Example: Welcome email sequence for new partners

This example builds a three-step sequence that activates when a partner team member is invited, sends follow-up reminders if they have not yet logged in, and stops automatically once they do.

**Trigger:** Partner invitation status changed → **Pending or Sent**

**End condition:** Partner team member accepted invitation

<Steps>
  <Step title="Create the workflow">
    Go to **Manage > Workflows**, click **New Workflow**, name it *New partner activation sequence*, and click **Add**.
  </Step>

  <Step title="Set the trigger">
    Click **Choose trigger**, select **Partner invitation status changed**, choose **Pending or Sent**, and click **Confirm**.
  </Step>

  <Step title="Set the end condition">
    Click **Choose end condition** and select **Partner team member accepted invitation**. This ensures the sequence stops automatically the moment the partner logs in, so they do not receive reminders after activating.
  </Step>

  <Step title="Add a 3-day delay">
    Click **+**, select **Delay**, set it to **3 days**, and confirm. This gives the partner time to activate on their own before you follow up.
  </Step>

  <Step title="Send the first reminder email">
    Click **+**, select **Send email**, and configure:

    * **From name:** Your partner team's name.
    * **To:** Team member's email address.
    * **Subject:** *A quick reminder to activate your partner portal access*.
    * **Body:** A friendly note with the activation link (use the **Team member activation URL** placeholder).

    Confirm the action.
  </Step>

  <Step title="Add a 7-day delay">
    Click **+**, add another **Delay** of **7 days**, and confirm.
  </Step>

  <Step title="Send the second reminder email">
    Click **+**, add another **Send email** action with a slightly more urgent tone, and confirm.
  </Step>

  <Step title="Add a 3-day delay then create a task">
    Add a **3-day Delay**, then click **+** and select **Create task**. Name the task *Call \[Partner name] — portal not activated*, assign it to the relevant team member, set a due date, and write a description with the partner's contact details using placeholders. Confirm.
  </Step>

  <Step title="Enable the workflow">
    Click **Enable**. From now on, every new partner team member invitation automatically enters this sequence. Partners who activate within the delay windows never receive the reminders; those who do not activate eventually generate a task for your team.
  </Step>
</Steps>