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 provides an overview of Recharge's legacy Workflows tool, explains the different functions of a workflow, as well as the process of creating and testing a workflow. 

Before you start

• Recharge Support can help troubleshoot your workflows and advise on set-up, but cannot build your workflows. For more information, view the 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. Create and enable a workflow once and it 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 Tools & apps.
2. Click App marketplace.
3. 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, ensure the products you are using are added to and updated in Recharge.

Step 1 - Create the workflow 

1. Select Tools and apps in the Recharge merchant portal and click Installed apps.
2. Select Workflows by Recharge. 
3. Select Create new workflow.
4. Enter a name for the workflow and a brief description of your workflow.
   • Make sure there is a description to edit an existing workflow. If there is not, the workflow won't save and can throw the error error saving workflow.
5. Select Next to save your workflow.

Step 2 - Set the trigger

The trigger determines when the workflow is applied to a customer's order. Select Edit to choose your trigger. By default, the Checkout order trigger is used. 

Checkout order trigger

With a Checkout order trigger, the workflow triggers after a customer's first order processes through the checkout. Changes made through a Checkout Workflow automatically apply to all remaining recurring orders, unless you or the customer makes changes to the order. These orders will reflect the change immediately upon checkout.

Checkout triggers impact new customers after the Workflow is enabled. Existing customers are not impacted by Checkout triggers. 

Recurring order trigger

With a Recurring order trigger, the workflow triggers after a specific recurring order is processed for your customer. The recurring order trigger can also be set to All if the workflow applies to all recurring orders regardless of where they are in the recurring billing cycle. This trigger will reflect the action once the first recurring order is processed. 

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 dropdown to select which recurring charge the workflow should trigger on.

Recurring order triggers impact all customers at that specific recurring order. If you select All, every customer will be updated by the Workflow.

Refer to the following table to set the recurring charge number:

Step 3 - Set the conditions 

Select Add conditions to determine what rules must be met 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 or functions to ensure that specific conditions be met for a workflow to occur.

Conditions with and are evaluated based on the conditions tied together through each individual item or subscription. For example, if your condition is set to the Variant ID and Quantity the item must have that specific ID and that specific quantity for the Workflow to trigger.

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

Navigate 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 test the workflow. 

Trigger a recurring order

If the trigger for your workflow is a recurring order, you need to manually process an existing queued order through a test customer's profile on Recharge.

1. Click Customers in your Recharge merchant portal and select Customers from the dropdown.
2. Find and select a test customer from the Customers page.
3. Locate the next queued recurring charge from the Upcoming orders list. 
4. Click the ... on the order line and select Process order.

You may need to process multiple test transactions depending on what recurring order you used as the trigger.

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

• Creating a 14-day free trial workflow
• Offer free shipping on recurring orders through Workflows
• Handling SKU swap and gifting with Workflows
• Managing shipping and fulfillment schedules with Workflows

Considerations

• Workflows by Recharge do not currently support customizable bundles, however, preset bundles will work as expected as long as the preset bundle product is assigned a product subscription plan.
• Recharge does not recommend having both a Grow or Retain template and a Workflow by Recharge triggering simultaneously on the same order, as it can lead to unexpected customer issues
• Workflows that leverage certain workflow templates will only run on addresses that use stores’ default currency and will not run on multi-currency addresses.
• Workflows generally should not be used with prepaid subscriptions. You can use a workflow to perform a one-off SKU swap for a prepaid product. See Handling SKU swap and gifting with Workflows for more information.
• Legacy Workflows that adjust product or shipping prices are not multi-currency compatible. Price overrides are adjusted regardless of the customer’s currency.
  • For example, if you have a workflow set to change a price to 10.00, the price change will be treated as 10 pesos, 10 USD, 10 EURs, etc. 
• Workflows with checkout triggers are not compatible with third-party apps that take over the checkout.
• Orders only trigger workflows with checkout triggers if the order is processed through the checkout. Workflows with checkout triggers will not trigger if the first order is added manually using the merchant or customer portals.