Setting Up Vega Workflows (Admin Step-by-Step Guide)

This guide explains how to create and activate automated workflows in Vega using supporter attributes.

Step 1: Define the Workflow You Want to Build

Before configuring anything in Vega, clearly document the workflow you want to automate.

For example: a New Supporter Induction Workflow might include:

• Welcome email
• Follow-up survey
• Regular giving invitation
• Reminder email (if no response)

Write out:

• What you want to send
• When each message should be sent
• What action or event should trigger the workflow

Step 2: Create the Required Documents

Create all emails or messages that will be used in the workflow.

For example:

• Welcome Email
• Survey Email
• Regular Giving Invitation
• Reminder Email

Make sure each document is finalised before continuing, as these will be linked directly to workflow rules.

Step 3: Create Workflow Attributes

Workflow attributes are used to trigger automation.

To create an attribute:

1. Go to the Attributes section in Vega
2. Create a new attribute (e.g. New Supporter Welcome)
3. Save the attribute

You may also configure attributes to be created automatically using business rules such as:

• First donation received
• Second donation received
• Donation over a threshold
• New supporter record created
• Volunteer sign-up
• Joining a regular giving program

Step 4: Configure Attribute as a Foundation Attribute (if required)

If you want the workflow to start automatically for every new supporter:

1. Open the attribute settings
2. Enable Foundation Attribute
3. Save changes

This ensures the attribute is automatically applied when a supporter record is created.

Example:

• “New Supporter Welcome” → automatically applied to all new supporters

Step 5: Link Documents to the Attribute

Now connect your emails to the attribute.

For each attribute:

1. Open the attribute workflow configuration
2. Add a document (email/message)
3. Define the timing rule for when it should be sent

Step 6: Set Delivery Rules and Timing

For each document linked to the attribute, define when it should be sent.

Example setup:

You can add multiple documents to a single attribute.

Step 7: Assign the Attribute to Supporters (Triggering the Workflow)

The workflow starts when the attribute is added to a supporter record.

This can happen:

• Automatically (via Foundation Attribute or business rules)
• Manually (admin action)
• Through donation or engagement triggers

Example:

• A supporter makes their first donation
• The “New Supporter Welcome” attribute is added
• The workflow begins automatically

Step 8: Test the Workflow

Before going live:

• Add the attribute to a test supporter
• Confirm each email sends at the correct time
• Check timing rules and content accuracy

Step 9: Move Supporters into Ongoing Programs

Once the workflow is complete:

• Remove or transition supporters from the induction workflow
• Add them to your standard communication program
• Optionally send a final survey or summary message

Summary

To set up a Vega workflow:

1. Define the journey
2. Create documents
3. Create attributes
4. Configure foundation rules (if needed)
5. Link documents to attributes
6. Set timing rules
7. Trigger the workflow via attribute assignment
8. Test thoroughly
9. Transition supporters to ongoing programs

Related articles

Getting Started with Vega Workflows

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.”