Workflows
Workflows in WISEPIM are guided, multi-step processes that help you systematically improve your product data. Instead of manually hunting for issues across your catalog, you define a workflow once and then run it to identify and fix every product that needs attention.Workflows must be enabled in your project settings before you can use them. Navigate to Settings > Workflows to turn them on and configure your first workflow.
What Are Workflows?
A workflow is a structured plan for improving your product catalog. It consists of:- A pre-filter that scopes the workflow to a specific subset of products (optional)
- Stages that group related improvement tasks together
- Tasks within each stage that identify products needing attention based on filter conditions
Structured Improvement
Break down large improvement projects into manageable stages and tasks, so nothing gets missed.
Real-Time Progress
See live product counts for each task. As you fix products, counts update automatically so you always know where you stand.
Filter-Driven
Every task uses filters to identify exactly which products need work — missing descriptions, low quality scores, no images, and more.
Lifecycle Integration
Workflows can move products between lifecycle stages, connecting your improvement process to your publishing pipeline.
Workflows vs. Automations
If you have used WISEPIM Automations, you might wonder how workflows differ:| Feature | Workflows | Automations |
|---|---|---|
| Purpose | Guided, human-driven product improvement | Automatic, trigger-based actions |
| Execution | Manual — you work through tasks step by step | Automatic — runs when conditions are met |
| Structure | Multi-stage with ordered tasks | Single action triggered by an event |
| Progress | Tracks completion over time | Runs instantly when triggered |
| Best for | Catalog audits, launch prep, quality improvement | Data formatting, notifications, syncing |
The Workflows Page
When you navigate to Workflows, you see all configured workflows displayed as cards in a grid. Each card shows:- The workflow name and description
- The from and to lifecycle stages (shown as colored chips)
- How many stages are configured
- A Start Workflow button to begin execution
Using the Workflow Builder
The Workflow Builder is a visual editor for creating and configuring workflows. You access it by clicking Create Workflow on the workflows page or by editing an existing workflow.Creating a New Workflow
Open the Workflow Builder
Navigate to Workflows and click Create Workflow, or go to Settings > Workflows and add a new workflow from there.
Name and describe your workflow
Give your workflow a clear name (e.g., “Q1 Product Launch Prep”) and a description that explains its purpose.
Set the pre-filter (optional)
Click Add Pre-filter to scope the workflow to a specific set of products. For example, you might filter to only “Electronics” category products. This filter applies to every stage and task in the workflow.
Configure stages
Your workflow starts with one stage. Rename it, add a description, and optionally set a stage-level filter to narrow down products further. Add more stages as needed — click Add Stage to create additional ones.
Add tasks to each stage
Click Add Task within a stage to open the task picker. You can choose from dozens of preset tasks organized by category (Content, SEO, Commerce, Quality, and more) or create a custom task with your own filter conditions.
Understanding the Filter Hierarchy
Workflows use a three-level filter hierarchy that progressively narrows down products:- Pre-filter — Scopes the entire workflow (e.g., only products in the “Clothing” category)
- Stage filter — Further narrows products within a specific stage (e.g., only products missing images)
- Task filter — Identifies the exact products that need attention (e.g., products with no description)
All three filter levels support AND/OR logic, so you can create precise conditions. For example, “products where quality score is below 50% AND description is empty.”
Task Presets
The task picker includes ready-made presets organized into categories:| Category | Example Tasks |
|---|---|
| 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 |
Running a Workflow
Once your workflow is saved, click Start Workflow from the workflows page. WISEPIM opens the workflow execution view where you can:- See all stages and tasks in a sidebar
- View real-time product counts for each task
- Click a task to see the matching products in the main area
- Fix products and watch counts drop as issues are resolved
- Track overall progress as a percentage
Managing Workflows
From the Settings > Workflows page, you can:- Enable or disable the workflows feature for your project
- Create new workflows or edit existing ones
- Delete workflows that are no longer needed
- Use templates to start from pre-built workflow configurations