Automations

Common automation mistakes

Automations can save hours of manual work, but a few small configuration mistakes can create unexpected results. The most common issues are missing form filters, duplicate triggers, publishing before testing, and building overly complicated workflows. Knowing what to look for helps you build more reliable automations and troubleshoot less.

Missing Form Filters

Forgetting to filter a Form Submitted trigger to a specific form is one of the most common automation mistakes.

Without a filter, the workflow may start for every form submission in your account. This can lead to incorrect emails, wrong tags, unwanted notifications, and confusing member experiences.

Best Practice: Filter every Form Submitted trigger to the intended form before publishing. Using Form Submission Triggers walks through selecting the form from the dropdown.

Duplicate Triggers

Another common issue is configuring multiple triggers that can both fire for the same contact, so the automation starts more than once.

For example, a workflow might be set to start on:

  • Form Submitted

  • Tag Added

If submitting the form also adds the tag, both triggers may fire and the contact can enter the workflow twice. The result is duplicate emails, tasks, or updates.

Before adding multiple triggers, ask whether the same person could satisfy more than one trigger at the same time. If so, use only one trigger, split the work across separate workflows, or add conditions that prevent duplicate processing. See Workflow triggers for how each trigger fires.

Publishing Too Soon

Publishing an automation right after building it is tempting, but every workflow should be tested first — a workflow runs only after you Publish it, so a Draft never triggers.

Before publishing:

  • Submit test forms.

  • Verify trigger conditions.

  • Confirm emails.

  • Review field updates.

  • Check tasks and notifications.

When a test produces unexpected results, Workflow History and Logs shows which steps actually ran for the contact. You can also turn on error notifications in Workflow Settings, which email you when a covered action fails — they are off by default. For how the Draft and Published states work, see Workflows Overview.

Building Overly Complicated Workflows

Large workflows with dozens of branches become difficult to understand and maintain. Instead of trying to automate everything in one workflow, create several smaller workflows with clear purposes.

Simple automations are easier to troubleshoot, easier to update, easier for other administrators to understand, and less likely to contain hidden errors. Keep each automation focused on one purpose whenever possible — What Are JourneyCARE Automations? covers the triggers, actions, waits, and branches you can combine.

Best Practices

  • Filter every trigger appropriately.

  • Avoid duplicate entry points.

  • Test thoroughly before publishing.

  • Build simple workflows whenever possible.

  • Give workflows descriptive names.

  • Review existing automations before creating new ones to avoid unnecessary duplication.

A well-planned automation is usually simpler than you think. Focus on solving one problem at a time, test carefully, and expand your workflows as your confidence grows.

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