If you’re reading this, you’re probably tired of doing the same repetitive stuff in your content or document work. You might’ve heard that Copy promises workflow automation—maybe you’ve even poked around, but the “custom workflow” thing feels murky. This guide is for you. I’ll walk you through setting up real custom workflows in Copy, step by step. No hand-waving, no buzzwords. Just what works, what doesn’t, and a few honest opinions along the way.
Why Custom Workflows Matter (and When to Bother)
Custom workflows in Copy are great if you’re:
- Handling predictable, repeated tasks (think: content approvals, template-based docs, or multi-step reviews)
- Working with a team and need to avoid things falling through the cracks
- Sick of copy-pasting and “did you see my email?” threads
But—and it’s a big but—workflows aren’t magic. They take time to set up. If your process changes every week or you’re a one-person show, you might be better off keeping it simple. Automate only what’s actually slowing you down.
Step 1: Map Out Your Real Process First
Before you touch Copy, grab a piece of paper (or open a blank doc). Write out the steps your work actually takes. Don’t skip this. Most workflow setups fail because people try to automate chaos.
- Who does what, in what order?
- Where are the handoffs?
- What counts as “done” at each stage?
- Where do things usually go wrong?
This doesn’t need to be pretty; just make it real. If you skip this, you’ll end up building a workflow that doesn’t match how people actually work.
Pro tip: If you can’t explain your process in 6 steps or less, it’s probably too complicated—or you’re trying to automate too much at once.
Step 2: Get Familiar with Copy’s Workflow Features
Copy’s workflow builder isn’t as overwhelming as some tools, but it’s not self-explanatory, either. Here’s what you need to know:
- Templates: The starting point for most workflows. You can create templates for docs, emails, or tasks.
- Triggers: Events that kick off actions (e.g., “when a document is submitted”).
- Actions: What happens automatically (e.g., send for approval, move to folder, notify someone).
- Conditions: The “if this, then that” logic—optional, but useful if your process has branches.
- Roles & Permissions: Who can do what. Easy to overlook, but important for not bottlenecking your workflow.
Don’t get bogged down in every feature. Focus on the ones that match your process from Step 1.
What to ignore: Fancy integrations and API hooks—unless you’re a developer or have a very specific need, these are distractions at first.
Step 3: Build a Simple Workflow (Don’t Go Nuts Yet)
Let’s walk through setting up a basic approval workflow. You can layer on complexity later, but start small so you don’t get lost.
- Create a Template
- Go to Templates in Copy.
- Click “New Template.”
- Add the fields or content blocks your team always needs.
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Save it with a clear name (e.g., “Blog Post Draft” or “Client Proposal”).
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Set a Trigger
- In the workflow builder, choose the template you just made.
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Set a trigger, like “When document is marked complete” or “When document is submitted.”
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Add Actions
- Add your first action: “Send for approval to [Person/Role].”
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Optional: Add another action, like “Send Slack notification” or “Move to Approved folder.”
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Define Conditions (if needed)
- If approvals are different for different types of docs, set a condition: “If document type is Proposal, send to Alice. If Blog, send to Bob.”
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Don’t over-complicate this unless you need to.
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Set Permissions
- Make sure only the right people can approve, edit, or publish.
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Double-check these—nothing kills momentum like waiting on someone who’s out of office.
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Save and Name Your Workflow
- Give it a name everyone will recognize (“Blog Approval Flow” beats “Workflow v2”).
Honest take: Most teams try to automate too much out of the gate. Start with one small workflow. Get it working. Expand later.
Step 4: Test It—Like, Actually Test It
Don’t assume it works just because there are no error messages.
- Run through the workflow as if you’re a real user (not the admin).
- Try breaking it: What happens if someone skips a step? What if someone is out sick?
- Get feedback from the people who’ll use it daily.
- Watch for unexpected emails, wrong permissions, or tasks getting stuck.
Fix what’s broken before rolling it out. It’s way easier to tweak a small workflow than to rescue a big, tangled one.
Pro tip: Save every version. If you mess up, you can roll back. Don’t delete old workflows until you’re sure.
Step 5: Roll It Out (and Train Like Real Humans)
Once your workflow’s working, show your team how it works. Don’t just email a link to a help doc.
- Walk through an example live if you can.
- Point out what’s automated (and what isn’t).
- Tell people what to do if they get stuck—like who to ping, or how to reset a step.
- Be honest about what’s still manual or imperfect.
Expect a few hiccups. People need time to trust a new process. Be patient, but fix real bugs quickly.
Step 6: Review, Tweak, and Resist the Urge to Over-Engineer
After a week or two, check in:
- Is it actually saving time?
- Are people skipping steps, or creating workarounds?
- Any steps that feel pointless now that it’s automated?
- Anything breaking, or people getting blocked?
Make changes if you need to—but don’t add features just because you can. Every extra step is a chance for confusion.
What to ignore: Requests to automate every single edge case. If something only happens once in a blue moon, it’s probably not worth automating.
Common Pitfalls (and How to Dodge Them)
Here are a few traps I see all the time:
- Trying to automate chaos. If your process is messy, fix that first.
- Too many cooks. Don’t give approval rights to everyone.
- Over-complicating with conditions. Keep logic simple: more “if needed,” less “just in case.”
- Not testing with real users. Admins see things differently than end-users.
- Ignoring permissions. One wrong setting and someone’s stuck—or, worse, someone sees stuff they shouldn’t.
When Workflows Aren’t the Answer
If your process changes every week, or you’re still figuring out what “done” means, stick to simple checklists. Workflows shine when the process is repeatable, not when you’re still experimenting.
Keep It Simple, Iterate Often
Custom workflows in Copy can save you real time, but only if you keep things grounded. Start small, make it work, then expand. Don’t be afraid to scrap and start over if something’s not clicking. The best workflows are the ones people actually use—not the ones with the most features.
Get the basics working, and tweak as you go. That’s how you actually get more done, instead of just fiddling with your tools.