Workflow Notes, Action Notes & Sticky Notes

Task-specific steps

Workflow Notes describe the automation as a whole, Action Notes explain one step, and Sticky Notes place visible guidance on the builder canvas. Use each layer for a distinct kind of context.

1. 1Open a workflow and use the Notes icon in the sidebar to document its owner, purpose, entry rules, exit rules, dependencies, and last verified date.
2. 2Hover over an individual action and select its note icon to explain non-obvious configuration, business rules, or a dependency specific to that action.
3. 3Use the centralized Notes view to find and review action-level notes across the workflow.
4. 4Open Sticky Notes from the sidebar, choose a color, and place a concise visual reminder near the relevant branch or action.
5. 5Use rich text or an attached image only when it makes the instruction clearer; do not place passwords, tokens, or customer data in notes.
6. 6Save the workflow, reopen it, and verify workflow notes, action-note history, authorship details, and sticky-note visibility.

Feature-specific checks

• Workflow-level notes are administrator-authored and visible to workflow collaborators.
• Action notes retain context and history for the selected action.
• Sticky Notes can be hidden from the builder view but should never replace required configuration or formal change records.

Before you begin

“Workflow Notes, Action Notes & Sticky Notes” is part of the Automation → Workflows area in Adaptive AI. Create and manage active, inactive, and draft workflows. Automation changes can affect many records at once, so the safest approach is to define the intended entry condition, action, and stopping point before publishing anything. The objective is not merely to save a setting; it is to confirm the result works for the staff member or customer who will depend on it.

• Write down the exact trigger, filters, expected action, and condition that should stop or bypass the automation.
• Use an internal test contact with complete sample data, a valid communication channel, and consent appropriate to the test.
• Confirm that every connected account, custom field, pipeline, calendar, or template referenced by the automation still exists and is available.
• Record the current published status and settings so you can compare behavior or restore the earlier configuration if necessary.
• Choose a quiet test window when a controlled enrollment cannot interfere with active customer communication.

Verify the result

After completing the instructions in this guide, use a controlled test before treating the setup as finished. A saved screen or success message confirms configuration, but only an end-to-end test confirms the business outcome.

1. 1Save the configuration, review every branch from top to bottom, and publish only after required fields and warnings are resolved.
2. 2Run one controlled test using known inputs and note the exact time the test record entered the automation.
3. 3Open execution history and confirm that the record followed the expected branch in the correct order.
4. 4Verify the intended message, task, field update, or status change occurred once and contains the correct merged information.
5. 5Run a negative test that should not qualify; it should remain outside the automation without producing side effects.

Troubleshooting checklist

If the result differs from what you expected, preserve the current state and isolate one variable at a time. Start with the checks below before deleting the configuration or rebuilding it from scratch.

• Confirm the automation is published and that the trigger filters match the test record exactly, including capitalization and date conditions.
• Review re-entry settings to determine whether the same record is allowed to enter again or is being correctly excluded.
• Check the first failed or skipped step in execution history instead of changing several steps at the same time.
• Verify wait steps, account time zone, business-hour windows, and scheduled-send rules when an action appears delayed.
• Reconnect or reauthorize any external service that reports an expired credential, missing scope, or unavailable resource.

Best practices

• Use names that state the audience, trigger, and outcome so another administrator can understand the automation without opening it.
• Keep entry filters narrow and add explicit stop conditions to prevent duplicate messages, tasks, or opportunity changes.
• Respect contact consent, do-not-disturb status, quiet hours, and channel-specific opt-out requirements in every communication path.
• Change one behavior at a time, test it, and document the result before expanding the automation to more records.
• Review execution errors and unexpected enrollments after launch, then again after any connected integration or template changes.