Automated workflows in ProjectMark help teams standardize how opportunities are managed, reduce manual effort, and ensure the right information appears at the right time. Instead of relying on individual habits, workflows allow you to define rules that automatically guide how opportunities behave as they move through different stages and conditions.
This article provides an overview of how automated workflows work, what you can automate today, and best-practice examples to help you design workflows that support consistent, construction-focused processes.
What Automated Workflows Are Designed to Do
Automated workflows allow you to:
- Enforce consistency across opportunities
- Show or hide information based on context
- Require key data at the right moment
- Reduce manual setup and cleanup
- Guide teams through qualification, bidding, and execution steps
Rather than automating everything at once, workflows are most effective when they support decision-making and data quality.
How Automated Workflows Are Structured
Every automated workflow in ProjectMark follows the same basic structure:
- Trigger – when the workflow starts
- Conditions – optional logic that determines what happens next
- Actions – what the system does automatically
Understanding these three parts makes it easier to design workflows that are predictable and easy to maintain.
Workflow Triggers
Triggers define when a workflow is activated. Currently, ProjectMark supports three triggers:
Opportunity Created
This trigger runs when a new opportunity is created.
It’s useful for setting a consistent starting point, such as:
- Showing required qualification fields
- Assigning a default project theme
- Creating initial tasks
Stage Changed
This trigger runs when an opportunity moves from one stage to another.
It’s ideal for guiding opportunities through different phases, such as:
- Go / no-go evaluation
- Bid preparation
- Submission readiness
Field Option Selected
This trigger runs when a specific field option is selected.
It’s commonly used to react to classification choices, such as:
- Sector
- Project type
- Delivery method
Filters and If / Else Logic
After a trigger is defined, workflows can use conditions to determine which actions should run.
Filters
Filters allow actions to run only when specific conditions are met.
For example:
- If Sector equals Commercial
- If Delivery Method equals Design-Build
Filters are best used when only one outcome is needed.
If / Else Logic
If / Else logic allows you to define different outcomes for different conditions.
For example:
- If Sector is Commercial → show commercial-specific fields
- Else → hide those fields
This is useful when workflows need to handle multiple paths instead of a single rule.
Workflow Actions
Actions define what happens automatically when a trigger and its conditions are met. ProjectMark currently supports the following actions.
Field Visibility and Requirements
These actions help control what users see and what data is required:
- Show Fields
- Hide Fields
- Make Fields Required
- Remove Fields Required
These are commonly used to reduce clutter while ensuring critical data is captured.
Conditional Field Options
These actions control which field options are available:
- Conditional Options
- Remove Conditional Options
They’re useful when option availability depends on context, such as sector or project type.
Project Themes
- Add Project Theme
Project themes help visually categorize opportunities and reinforce structure across teams.
Task Automation
- Create Task
- Create Subtask
These actions help ensure follow-ups and responsibilities are automatically created at the right time.
Practical Workflow Examples
Here are a few common ways teams use automated workflows in ProjectMark.
Show Fields Based on Sector
When the Sector field is set to Commercial:
- Show commercial-specific fields
- Hide residential or industrial fields
- Require additional qualification details
This keeps opportunity cards relevant without overwhelming users.
Enforce Go / No-Go Data
When an opportunity moves into a Go / No-Go stage:
- Show decision-related fields
- Make key fields required
- Create a task for review or approval
This ensures decisions are documented consistently.
Stage-Based Task Creation
When an opportunity moves to Invited to Bid:
- Automatically create tasks for estimating, documentation, or review
- Assign responsibilities without manual setup
Reduce Manual Cleanup
When an opportunity moves out of early qualification:
- Hide fields that are no longer relevant
- Remove required status from early-stage fields
This keeps records clean as opportunities evolve.
Best Practices for Using Automated Workflows
- Start with simple workflows and build over time
- Use workflows to support decisions, not replace them
- Avoid overlapping workflows that affect the same fields
- Keep logic readable and intentional
- Review workflows periodically as processes change
Well-designed workflows reduce friction without making the system feel rigid.
Automated Workflows in Action
Watch Automated Workflows Explained: Triggers, Filters, and Actions for a walkthrough of how to use automated workflows inside ProjectMark. This video shows how workflows respond to changes within opportunities and help reduce manual work while keeping your data organized.
Use this video to see how automated workflows behave in practice and how they support consistent processes across your team.
