Workflows Overview

Run guided, multi-step processes to clean up product data fast. Find every product that needs work, fix it, and track your progress to zero.

A workflow is a guided checklist for improving your product data. You define it once, then run it to find and fix every product that needs attention. No more hunting through your catalog by hand.

Workflows must be enabled before you can use them. Go to Settings > Workflows to turn them on.

When to use a workflow

Reach for a workflow when a person needs to review and fix product data step by step. Common jobs:

Audit your catalog

Find every product with missing or low-quality data, then work through the list until it is clean.

Prepare a launch

Make sure new products meet your standards before they go live on your sales channels.

Improve quality

Raise quality scores across the catalog by fixing descriptions, images, SEO, and more.

Move products forward

Push products through your lifecycle stages as they get ready to publish.

If you instead want actions to happen automatically when something changes, use Automations:

	Workflows	Automations
How it runs	You work through tasks by hand	Runs on its own when conditions are met
Shape	Multi-stage, ordered tasks	A single action from one event
Progress	Tracked over time, to zero	Runs instantly, every time
Best for	Audits, launch prep, quality work	Formatting, notifications, syncing

How a workflow is built

Every workflow has three parts:

• Pre-filter (optional): scopes the whole workflow to a subset of products, like one category.
• Stages: group related tasks together. You complete one stage before moving to the next.
• Tasks: each task uses a filter to find products that need attention, such as a missing description.

When you run the workflow, WISEPIM counts how many products match each task. As you fix issues, the count drops. A task is done when its count hits zero. A stage is done when all its tasks are done.

Create a workflow

The Workflow Builder is a visual editor. Open it from Create Workflow on the workflows page, or by editing an existing workflow.

1. Open the builder

   Go to Workflows and click Create Workflow. You can also add one from Settings > Workflows.

2. Name your workflow

   Give it a clear name, like “Q1 Launch Prep”, and a short description of its purpose.

3. Set a pre-filter (optional)

   Click Add Pre-filter to limit the workflow to a set of products, like only “Electronics”. This filter applies to every stage and task.

4. Configure stages

   Your workflow starts with one stage. Rename it, add a description, and set an optional stage filter to narrow products further. Click Add Stage to add more.

5. Add tasks

   Click Add Task inside a stage to open the task picker. Choose ready-made presets, or build a custom task with your own filter conditions.

6. Save

   Click Save in the top-right corner. Drafts save automatically as you work, so you will not lose progress.

How the three filters work together

Filters stack from broad to narrow, so each level cuts the product list down further:

1. Pre-filter scopes the whole workflow (for example, only “Clothing”).
2. Stage filter narrows that down inside one stage (for example, only products missing images).
3. Task filter finds the exact products to fix (for example, products with no description).

Every filter level supports AND/OR logic. For example: quality score is below 50% AND description is empty.

Task presets

The task picker comes with ready-made presets, grouped by category. Pick as many as you like, or add your own custom task.

Quick Fixes

Low quality score, unreviewed products, missing main image.

Content

Missing description, short description under 100 characters, missing reviewed name.

SEO

Missing meta title, short meta description, no meta keywords.

Commerce

Missing price, no SKU, zero price, missing brand.

Inventory

Out of stock, low stock, no stock info.

Media

No images, missing image URL.

Quality

Critical quality below 25%, incomplete below 50%.

Translation

Not translated, partially translated.

Run a workflow

Click Start Workflow from the workflows page to open the task view.

Stages and their tasks sit in the sidebar. Pick one and its matching products fill the main area. The page states its own rule up front: “Each task shows products that currently match its criteria, within the workflow and stage filters.”

Working through a task goes like this:

• The heading counts what is left, as “12 products need attention”.
• Every match is listed by name and SKU, and View product opens it for editing.
• Long lists page with Previous and Next.
• Refresh results re-runs the filter, so the count catches up with what you just fixed.

A task is finished when nothing matches it any more: “No products currently match this task”. Each task is checked on its own, so an empty one tells you nothing about the rest of the stage.

Counts move when you refresh, not on their own. That is deliberate: the list holds still while you work through it, instead of shifting under you.

You can pause and come back any time. There is no saved position to lose: the task view is a live filter over your catalog, so reopening it just asks the same question again and shows whatever still needs work.

Find your workflows

On the Workflows page, each workflow appears as a card showing:

• The name and description.
• The from and to lifecycle stages, as colored chips.
• How many stages it has.
• A Start Workflow button.

A search bar appears once you have more than three workflows.

Manage workflows

From Settings > Workflows you can:

• Enable or disable workflows for your project.
• Create new workflows or edit existing ones.
• Delete workflows you no longer need.
• Start from a template instead of a blank workflow.

Related

Product Lifecycle

Define the stages products move through, and connect them to your workflows.

Automations

Set up actions that run on their own when conditions are met.

Workflow Settings

Turn workflows on and manage them for your project.