Checklist Workflows

Overview

Checklist Workflows enable complex automation logic that evaluates multiple conditions across different checklist items. Unlike Automations which trigger immediately on a single item, workflows execute when a submission is completed and all conditions are evaluated together. Key Characteristics:

Multi-condition logic: Combine conditions with AND/OR operators
Submission-level scope: Evaluate across multiple items
Deferred execution: Trigger on submission completion
Complex actions: Create tasks, work orders, and multi-channel alerts

Workflow vs Automation

Feature	Automations	Workflows
Trigger timing	Immediate on answer	On submission complete
Condition scope	Single item	Multiple items
Logic operators	Single condition	AND/OR combinations
Best for	Real-time alerts, follow-ups	Complex decision logic

Workflow Actions

Action	Description
`CREATE_TASK_FROM_TEMPLATE`	Auto-create a task from a predefined template
`CREATE_WORK_ORDER_FROM_TEMPLATE`	Auto-create a work order from template
`SEND_ALERT`	Send notifications via email, SMS, push, or WhatsApp

Create a Workflow

Create a workflow with multiple conditions.

curl -X POST "https://api.xenia.team/api/v1/mgt/workspaces/{workspaceId}/workflows" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}" \
  -H "Content-Type: application/json" \
  -d '{
    "name": "Critical Safety Alert",
    "description": "Alert when multiple safety items fail",
    "ChecklistId": "safety-template-uuid",
    "operator": "AND",
    "isActive": true,
    "conditions": [
      {
        "id": "condition-1-uuid",
        "ChecklistItemId": "fire-extinguisher-item-uuid",
        "conditions": {
          "logic": "eq",
          "value": "no"
        }
      },
      {
        "id": "condition-2-uuid",
        "ChecklistItemId": "emergency-exit-item-uuid",
        "conditions": {
          "logic": "eq",
          "value": "no"
        }
      }
    ],
    "actions": [
      {
        "type": "CREATE_TASK_FROM_TEMPLATE",
        "id": "action-1-uuid",
        "data": {
          "taskTemplateId": "safety-corrective-action-uuid",
          "when": "onSubmit"
        }
      },
      {
        "type": "SEND_ALERT",
        "id": "action-2-uuid",
        "data": {
          "email": {
            "when": "onSubmit",
            "enabled": true,
            "recipients": ["[email protected]"]
          },
          "push": {
            "when": "onSubmit",
            "enabled": true,
            "recipients": ["safety-manager-uuid"]
          }
        }
      }
    ],
    "notification": {
      "roles": ["safety-manager-role-uuid"],
      "teams": [],
      "users": [],
      "emails": ["[email protected]"],
      "enable": true,
      "showSubmissionInEmail": true
    }
  }'

Request Body:

Field	Type	Required	Description
`name`	string	Yes	Workflow name
`description`	string	No	Workflow description
`ChecklistId`	string	Yes	Template this workflow applies to
`operator`	string	No	`AND` (all conditions) or `OR` (any condition). Default: `AND`
`isActive`	boolean	No	Enable/disable workflow. Default: `true`
`conditions`	array	Yes	Array of conditions (min 1)
`actions`	array	Yes	Array of actions (min 1)
`notification`	object	No	Additional notification settings

Condition Object:

Field	Type	Required	Description
`id`	string	Yes	Unique condition identifier
`ChecklistItemId`	string	Yes	Item to evaluate
`conditions.logic`	string	Yes	Operator: eq, not, lt, lte, gt, gte, btw, nbtw, contains, not_contains, is_empty, is_not_empty
`conditions.value`	any	Yes	Value to compare against
`conditions.context`	string	No	Filter by `Locations` or `LocationGroups`

Response:

{
  "status": "success",
  "code": 200,
  "data": {
    "id": "workflow-uuid",
    "name": "Critical Safety Alert",
    "description": "Alert when multiple safety items fail",
    "ChecklistId": "safety-template-uuid",
    "operator": "AND",
    "isActive": true,
    "conditions": [...],
    "actions": [...],
    "notification": {...},
    "createdAt": "2024-12-20T10:00:00Z"
  }
}

Logic Operators

AND Operator

All conditions must match for the workflow to trigger.

{
  "operator": "AND",
  "conditions": [
    {
      "ChecklistItemId": "item-1-uuid",
      "conditions": { "logic": "eq", "value": "fail" }
    },
    {
      "ChecklistItemId": "item-2-uuid",
      "conditions": { "logic": "lt", "value": 70 }
    }
  ]
}

Triggers when: Item 1 = “fail” AND Item 2 < 70

OR Operator

Any condition matching triggers the workflow.

{
  "operator": "OR",
  "conditions": [
    {
      "ChecklistItemId": "critical-item-1-uuid",
      "conditions": { "logic": "eq", "value": "no" }
    },
    {
      "ChecklistItemId": "critical-item-2-uuid",
      "conditions": { "logic": "eq", "value": "no" }
    }
  ]
}

Triggers when: Item 1 = “no” OR Item 2 = “no”

Action Configuration

Create Task from Template

{
  "type": "CREATE_TASK_FROM_TEMPLATE",
  "id": "action-uuid",
  "data": {
    "taskTemplateId": "task-template-uuid",
    "when": "onSubmit"
  }
}

Create Work Order from Template

{
  "type": "CREATE_WORK_ORDER_FROM_TEMPLATE",
  "id": "action-uuid",
  "data": {
    "taskTemplateId": "work-order-template-uuid",
    "when": "onSubmit"
  }
}

Send Alert

{
  "type": "SEND_ALERT",
  "id": "action-uuid",
  "data": {
    "email": {
      "when": "onSubmit",
      "enabled": true,
      "recipients": ["[email protected]"]
    },
    "sms": {
      "when": "onSubmit",
      "enabled": true,
      "recipients": ["+1234567890"]
    },
    "push": {
      "when": "onSubmit",
      "enabled": true,
      "recipients": ["user-uuid"]
    },
    "whatsapp": {
      "when": "onSubmit",
      "enabled": false,
      "recipients": []
    }
  }
}

List Workflows

Get All Workflows

curl -X GET "https://api.xenia.team/api/v1/mgt/workspaces/{workspaceId}/workflows" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}"

Get Workflows for a Checklist

curl -X GET "https://api.xenia.team/api/v1/mgt/workspaces/{workspaceId}/checklists/{checklistId}/workflows" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}"

Get Items with Workflows

Find which checklist items have workflow conditions attached.

curl -X GET "https://api.xenia.team/api/v1/mgt/workspaces/{workspaceId}/checklists/{checklistId}/items-with-workflow" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}"

Get Single Workflow

curl -X GET "https://api.xenia.team/api/v1/mgt/workspaces/{workspaceId}/workflows/{workflowId}" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}"

Update Workflow

curl -X PUT "https://api.xenia.team/api/v1/mgt/workspaces/{workspaceId}/workflows/{workflowId}" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}" \
  -H "Content-Type: application/json" \
  -d '{
    "name": "Updated Workflow Name",
    "isActive": false,
    "operator": "OR"
  }'

Bulk Create/Update Workflows

Create or update multiple workflows in a single request.

curl -X POST "https://api.xenia.team/api/v1/mgt/workspaces/{workspaceId}/workflows/bulk" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}" \
  -H "Content-Type: application/json" \
  -d '{
    "workflows": [
      {
        "name": "Workflow 1",
        "ChecklistId": "template-uuid",
        "operator": "AND",
        "conditions": [...],
        "actions": [...]
      },
      {
        "id": "existing-workflow-uuid",
        "name": "Updated Workflow 2",
        "isActive": true
      }
    ]
  }'

Include id to update an existing workflow. Omit id to create a new one.

Delete Workflows

curl -X DELETE "https://api.xenia.team/api/v1/mgt/workspaces/{workspaceId}/workflows" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}" \
  -H "Content-Type: application/json" \
  -d '{
    "workflowIds": ["workflow-uuid-1", "workflow-uuid-2"]
  }'

Conditional Visibility (Item Settings)

Control which checklist items are visible based on answers to other items.

Get Item Settings

curl -X GET "https://api.xenia.team/api/v1/mgt/checklists/{checklistId}/checklist-item-settings" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}"

Query Parameters:

Parameter	Type	Description
`itemId`	string	Filter by specific item
`contexts`	array	Filter by context

Create Item Settings

Show or hide items based on conditions.

curl -X POST "https://api.xenia.team/api/v1/mgt/workspaces/{workspaceId}/checklists/{checklistId}/checklist-item-settings" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}" \
  -H "Content-Type: application/json" \
  -d '{
    "contextId": "trigger-item-uuid",
    "context": "checklistItem",
    "action": "show",
    "condition": {
      "logic": "eq",
      "value": "yes"
    },
    "itemIds": ["target-item-1-uuid", "target-item-2-uuid"]
  }'

Request Body:

Field	Type	Required	Description
`contextId`	string	Yes	Item that triggers the condition
`context`	string	Yes	Context type (e.g., `checklistItem`)
`action`	string	Yes	`show` or `hide`
`condition`	object	Yes	Condition logic
`itemId`	string	No	Single target item
`itemIds`	array	No	Multiple target items

Example Use Case: Show follow-up questions only when “Other” is selected.

{
  "contextId": "primary-question-uuid",
  "context": "checklistItem",
  "action": "show",
  "condition": {
    "logic": "eq",
    "value": "other"
  },
  "itemIds": ["other-details-uuid", "additional-notes-uuid"]
}

Update Item Settings

curl -X PUT "https://api.xenia.team/api/v1/mgt/workspaces/{workspaceId}/checklists/{checklistId}/checklist-item-settings/{settingsId}" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}" \
  -H "Content-Type: application/json" \
  -d '{
    "action": "hide",
    "condition": {
      "logic": "eq",
      "value": "n/a"
    }
  }'

Delete Item Settings

curl -X DELETE "https://api.xenia.team/api/v1/mgt/workspaces/{workspaceId}/checklists/{checklistId}/checklist-item-settings/{settingsId}" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}"

Common Workflows

Multi-Failure Alert

Alert when multiple critical items fail in the same inspection.

Location-Based Routing

Route alerts to different teams based on location.

curl -X POST "https://api.xenia.team/api/v1/mgt/workspaces/{workspaceId}/workflows" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}" \
  -H "Content-Type: application/json" \
  -d '{
    "name": "North Region Safety Alert",
    "ChecklistId": "template-uuid",
    "operator": "AND",
    "conditions": [
      {
        "id": "condition-1",
        "ChecklistItemId": "safety-item-uuid",
        "conditions": {
          "logic": "eq",
          "value": "fail",
          "context": "LocationGroups"
        }
      }
    ],
    "actions": [
      {
        "type": "SEND_ALERT",
        "id": "action-1",
        "data": {
          "email": {
            "enabled": true,
            "recipients": ["[email protected]"]
          }
        }
      }
    ]
  }'

Score Threshold Workflow

Trigger actions when overall score falls below threshold.

{
  "name": "Low Score Alert",
  "ChecklistId": "template-uuid",
  "operator": "OR",
  "conditions": [
    {
      "ChecklistItemId": "section-1-score-uuid",
      "conditions": { "logic": "lt", "value": 70 }
    },
    {
      "ChecklistItemId": "section-2-score-uuid",
      "conditions": { "logic": "lt", "value": 70 }
    }
  ],
  "actions": [
    {
      "type": "CREATE_TASK_FROM_TEMPLATE",
      "data": { "taskTemplateId": "improvement-plan-template-uuid" }
    }
  ]
}

Best Practices

Use AND for strict requirements

When all conditions must be met before taking action, use AND. This prevents false positives from single-item failures.

Use OR for any-match scenarios

When any single condition should trigger action, use OR. Good for critical items where any failure is important.

Combine with automations strategically

Use Automations for immediate item-level responses (flags, notifications). Use Workflows for submission-level analysis and task creation.

Test workflows before production

Create test submissions to verify workflow logic triggers correctly. Complex AND/OR combinations can behave unexpectedly.

Keep condition count manageable

Workflows with too many conditions become hard to maintain. Consider splitting into multiple focused workflows.

Use conditional visibility sparingly

Too many show/hide rules can confuse inspectors. Keep forms as simple as possible while gathering necessary data.

Permissions

Action	Required Permission
View workflows	`CAN_MANAGE_CHECKLIST` or `CHECKLIST_SUPER_ADMIN`
Create/Update workflows	`CAN_MANAGE_CHECKLIST` or `CHECKLIST_SUPER_ADMIN` + Active subscription
Delete workflows	`CAN_MANAGE_CHECKLIST` or `CHECKLIST_SUPER_ADMIN`

Automations - Item-level triggers
Template Management - Create templates with workflows
Submission Workflow - Complete inspections
Task Management - Manage auto-created tasks

Getting Started

Workflows

Integrations

Overview

Workflow vs Automation

Workflow Actions

Create a Workflow

Logic Operators

AND Operator

OR Operator

Action Configuration

Create Task from Template

Create Work Order from Template

Send Alert

List Workflows

Get All Workflows

Get Workflows for a Checklist

Get Items with Workflows

Get Single Workflow

Update Workflow

Bulk Create/Update Workflows

Delete Workflows

Conditional Visibility (Item Settings)

Get Item Settings

Create Item Settings

Update Item Settings

Delete Item Settings

Common Workflows

Multi-Failure Alert

Location-Based Routing

Score Threshold Workflow

Best Practices

Permissions

Getting Started

Workflows

Integrations

​Overview

​Workflow vs Automation

​Workflow Actions

​Create a Workflow

​Logic Operators

​AND Operator

​OR Operator

​Action Configuration

​Create Task from Template

​Create Work Order from Template

​Send Alert

​List Workflows

​Get All Workflows

​Get Workflows for a Checklist

​Get Items with Workflows

​Get Single Workflow

​Update Workflow

​Bulk Create/Update Workflows

​Delete Workflows

​Conditional Visibility (Item Settings)

​Get Item Settings

​Create Item Settings

​Update Item Settings

​Delete Item Settings

​Common Workflows

​Multi-Failure Alert

​Location-Based Routing

​Score Threshold Workflow

​Best Practices

​Permissions

​Related Guides

Overview

Workflow vs Automation

Workflow Actions

Create a Workflow

Logic Operators

AND Operator

OR Operator

Action Configuration

Create Task from Template

Create Work Order from Template

Send Alert

List Workflows

Get All Workflows

Get Workflows for a Checklist

Get Items with Workflows

Get Single Workflow

Update Workflow

Bulk Create/Update Workflows

Delete Workflows

Conditional Visibility (Item Settings)

Get Item Settings

Create Item Settings

Update Item Settings

Delete Item Settings

Common Workflows

Multi-Failure Alert

Location-Based Routing

Score Threshold Workflow

Best Practices

Permissions

Related Guides