Getting Started with Vega Workflows

Overview

The first step in automating a workflow is clearly defining what you want to achieve.

A common example is a new supporter induction process, where you aim to:

• Welcome new donors
• Introduce your organisation’s mission and impact
• Encourage deeper engagement (e.g. regular giving programs)

Example: New Supporter Induction Workflow

A supporter donates for the first time using the Vega Donation Widget Form. They automatically receive:

• A receipt
• A thank-you message

From here, you may choose to place them into an induction workflow such as:

1. Immediate Welcome Message

• Sent from a chair, patron, or organisational leader
• Welcomes the supporter and reinforces the importance of their contribution
• Shares a key message or insight about the organisation

2. Follow-up Engagement Email (Day 1)

• Includes a short survey about why they supported your organisation
• Encourages social media engagement (e.g. liking or following your pages)

3. Engagement Opportunity Email (Day 3)

• Introduces ways to deepen involvement
• Example: joining a regular giving program

4. Reminder Email (if no response)

• Sent to supporters who have not engaged with previous emails

5. Transition to Ongoing Program

• A final survey update or accountability message may be sent
• The supporter is then moved into your standard communication program

Important: New supporters should be placed into a structured induction workflow before entering general email campaigns.

Workflow Design

A workflow is made up of:

• Documents (emails/messages)
• Rules that control when they are sent
• Triggers that activate the workflow

Start by defining:

1. The workflow you want to build
2. The content required for each step
3. The rules governing timing and delivery

Triggering a Workflow

The Vega workflow engine is triggered when an attribute is added to a supporter’s record.

Example

If a “Birthday Greeting” attribute is added to a supporter:

• The system checks the associated workflow rules
• A message is sent based on the defined schedule (e.g. on their birthday)

How Attributes Connect to Workflows

Each workflow attribute has two key components:

• Document – the email or message to be sent
• Rule – when it should be sent relative to a trigger event

A single attribute can be linked to multiple documents and rules.

Example Configuration

Creating Workflow Attributes

Attributes can be configured to trigger workflows based on business rules such as:

• When a supporter makes their first donation
• When a second donation is received
• When a donation exceeds a set threshold
• When someone joins a regular giving program
• When a supporter becomes a volunteer
• When a new supporter record is created

Foundation Attributes

Some attributes can be set as Foundation Attributes, meaning:

• They are automatically applied when a new supporter record is created
• They immediately trigger predefined workflows (e.g. onboarding or welcome journeys)

Example

• “New Supporter Welcome” → automatically assigned on record creation
• “Birthday Greeting” → automatically assigned to all supporters for annual engagement

Summary

Workflows allow you to automate structured communication by:

• Defining supporter journeys
• Linking attributes to communication rules
• Automatically triggering personalised engagement at the right time

Related articles:

Setting up Attribute Rules

Setting up Attribute Triggers

“Some content in this article may have been developed with the assistance of AI tools and reviewed by staff.”