Workflows by Recharge

Workflows by Recharge is a tool that helps you automate processes that occur after either the order is processed through the checkout or a specific recurring order. 

This guide explains the different functions of a workflow, as well as the process of creating and testing a workflow. 

Before you start

• Workflows should not be used with pre-paid subscriptions.
• Recharge Support can help troubleshoot your workflows and advise on set-up, but cannot build your workflows. For more information, visit Recharge design and integration policy. 

How Workflows apply to subscription orders

Workflows can automate key processes for you, such as changing the price of a product to offer a loyalty discount or updating the cost for shipping after an initial order. While these processes can be done manually, they can be time-consuming. Workflows can be set once and will apply to all future orders once enabled, saving you time and keeping your customers happy. 

Workflows are made up of four key functions:

• Trigger
• Conditions
• Search
• Actions

Each function occurs in sequential order to ensure that the workflow applies to the right subscription.

The trigger is the order that starts the workflow. For example, a Checkout order workflow is triggered by an order going through the checkout. This tells Recharge to check if the order matches any of the conditions set.

Conditions are used to determine which orders should have workflows applied to them. Recharge checks each order to see if there are matching conditions to a workflow. If nothing matches, the order goes through unchanged. If the order meets the conditions set, it qualifies to have the workflow applied.

The Search function is used to identify exactly what part of the order the actions of the workflow should apply to. You can get specific with the products through the search function. For example, if you offered a t-shirt in five different patterns, and only wanted the workflow to apply to a certain pattern, you could set the search function to find the exact variant ID for that specific product.

The Actions function determines the specific changes that are being made to the order. 

Enable Workflows

1. Open Recharge and select Apps.
2. Find the Workflows by Recharge integration and select Request.
    

Once enabled, Workflows by Recharge will appear under the Installed Apps tab.

Create a workflow

Before creating your workflow, you may need to update an existing product, or create a brand new product altogether.  

Step 1 - Create the workflow 

1. Navigate to the Apps tab from your Recharge admin and select Workflows by Recharge listed under the Installed page. 
2. Select Create new workflow.
3. Enter a name for the workflow and a brief description of your workflow. 
4. Select Next to save your workflow.

Step 2 - Set the trigger

The trigger is used to determine when the workflow should apply to a customer's order. By default, the trigger is the initial checkout order, but this can be changed to any recurring charge. You can choose between a Checkout order or a Recurring order by selecting the Edit button in the Trigger section.

Checkout order trigger

With a Checkout order trigger, the workflow is triggered immediately after a customer's first order is processed through the checkout. Changes made through a Checkout Workflow automatically apply to the remaining recurring orders, unless you or the customer makes changes to the order.

Recurring order trigger

With a recurring order trigger, the workflow is triggered after a specific recurring order is processed for your customer. The recurring order trigger can also be set to All if the workflow should apply for all customers regardless of where in their recurring billing cycle they are. 

For example, you may want to offer a loyalty discount to customers after their tenth order. A Recurring Workflow could be used so that the price changes on the customer's eleventh order. Changes made through a Recurring Workflow apply to all recurring orders after the change has taken place. 

There are two types of charges for workflows. There is the initial charge and then the recurring charges. The initial charge is not a recurring charge. This means that the second charge (overall) is the first recurring charge. 

For example, if you wanted to update the price of a subscription on the customer's fifth-order, the trigger would need to be set to 3 in Recharge. This ensures that the workflow applies after the customer's fourth overall order (the third recurring order) is processed, and the workflow actions will appear on the customer's fifth order. Click the drop-down to select which recurring charge the workflow should trigger on. Refer to the table below for assistance. 

It may be helpful to refer to the chart below when setting the trigger for a recurring order. 

Step 3 - Set the conditions 

Select Add conditions to determine what rules must be met for an order to have a workflow applied.

The following options are available as both conditions and search values, depending on the Recharge checkout platform your store is using. 

You can use the and or functions to ensure that multiple conditions must be met, or at least one condition of many is met, for a workflow to occur.

Step 4 - Set the search and action values

Select Add searches/actions to configure the workflow action, as well as which product the actions should apply to.

The search values available are the same as the conditions available in Step 3. 

The following actions can be performed through a workflow:

Step 5 - Enable your workflow

Review your workflow for any necessary changes. Once you are satisfied with your workflow, navigate back to the Workflows Settings page by selecting Workflows by Recharge in the navigation menu.

Use the toggle in the Status column to enable your workflow.

Step 6 - Test your workflow

Perform a test transaction on your store to ensure that the workflow is working as expected. 

Trigger a checkout order 

If the trigger for your workflow is a checkout order, you need to go through the checkout to process your initial order, which will trigger your workflow.

Trigger a recurring order

You will need to update the processing date for an existing queued order to trigger a recurring order through the customer's Subscription details page in Recharge.

1. Find and select the Customer from the Customers tab in Recharge.
2. Select See details beside the Address ID on the Customer's subscriptions page. 
   
3. Located the next queued recurring charge from the Charges list. 
4. Select Change Date and set the charge date to today's date.
5. Select the Process Charge button to trigger the recurring charge. 

You may need to process multiple test charges using today's date depending on what recurring order you used as the trigger.

Refer to Troubleshooting Workflows or the Workflows  FAQ article if the workflow does not work as expected. You can also contact our support team for troubleshooting assistance.

If the workflow is working as expected, you can either keep it live for customers or disable the workflow until you are ready to have the workflow live. 

Common use cases

For information on setting up a free trial, swapping products, or stacked workflows visit Common use cases for Workflows.