Workflow ☁

Workflows in NocoDB enable you to automate repetitive tasks and streamline your processes. By setting up workflows, you can trigger actions based on specific events or conditions within your base. Each automation starts with a trigger and executes one or more actions, optionally controlled by flow logic such as if / else condition or an iteration.

A workflow consists of the following building blocks:

1. Trigger node – Defines when the automation runs
2. Action nodes – Defines what happens when the automation runs
3. Flow nodes – Defines how actions are executed (conditional logic, iteration)

Trigger Node

A Trigger determines when an automation starts. Each automation must have exactly one trigger.

When manually triggered

Runs the automation only when triggered manually by a user. Useful for testing workflows or running one-off operations.

At scheduled time

Runs the automation on a fixed schedule.

Use cases

• Daily or weekly reports
• Periodic data cleanup
• Scheduled reminders

When record created

Triggers when a new record is added to a selected table.

Use cases

• Send notifications for new entries
• Auto-create related records
• Initialize default values

When record updated

Triggers when an existing record is modified.

Use cases

• React to status changes
• Sync updates across tables
• Notify stakeholders on field changes

When record deleted

Triggers when a record is removed from a table.

Use cases

• Cleanup dependent records
• Log deletions
• Notify administrators

When form submitted

Triggers when a form view connected to a table is submitted.

Use cases

• Lead capture workflows
• Support request handling
• Survey response processing

When record enters a view

Triggers when a record appears in a specific view for the first time. The view’s filters define the trigger condition.

Use cases

• Workflow stages
• Approval pipelines
• Task readiness detection

When record matches conditions

Triggers when a record meets defined conditions. The conditions can be based on any field values in the record.

Use cases

• Rule-based automations
• SLA breaches
• Conditional alerts

Action Nodes

Actions define what the automation does after the trigger fires. Multiple actions can be chained together. Actions execute sequentially in the order they are connected.

Record Actions

Create record

Creates a new record in a specified table. The fields of the new record can be set using static values or data from previous actions.

Use cases

• Create follow-up tasks
• Insert audit logs
• Sync data across tables

Update record

Updates one or more fields in an existing record. The fields to update can be set using static values or data from previous actions.

Use cases

• Change status fields
• Set computed values
• Mark records as processed

Find record

Finds a single record matching specified criteria. The found record or its ID can be used in subsequent actions.

Use cases

• Locate related records
• Fetch data for later actions

List records

Retrieves multiple records that match defined filters. The resulting list can be used in flow nodes like Iterate.

Use cases

• Batch operations
• Iteration using flow nodes

Delete record

Deletes a record from a table. ID of the record to delete can be specified using static values or data from previous actions.

Use cases

• Data cleanup
• Lifecycle enforcement

Communication Actions

Send an email

Sends an email using configured email settings.

Use cases

• Notifications
• Alerts
• User confirmations

Send message

Sends a message to an external messaging service (for example, Slack).

Use cases

• Team notifications
• Operational alerts
• Workflow updates

Flow Nodes

Flow nodes control how actions are executed within an automation. They enable conditional branching and iteration over records.

If / else

Adds conditional branching to the workflow. Based on the evaluation of a condition, it directs execution to either the If branch or the Else branch. The condition can be based on data from previous actions.

Behavior

• Evaluates a condition
• Executes actions in the If branch when condition is true
• Executes actions in the Else branch when condition is false

Use cases

• Approval logic
• Conditional notifications
• Business rule enforcement

Iterate

Repeats a set of actions for each item in specified list data (for example, records from List records action).

Behavior

• Accepts array output from previous action
• Executes child actions once per array item

Use cases

• Bulk updates
• Batch notifications
• Record-by-record processing

Execution Order

1. Trigger fires
2. Actions execute top-to-bottom
3. Flow nodes control branching or repetition
4. Automation completes once all paths finish execution
5. Logs are recorded for auditing