> For the complete documentation index, see [llms.txt](https://docs.returnsdrive.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.returnsdrive.com/advanced-configuration/condition-based-workflows-a-complete-guide.md).
# Condition-based Workflows: A Complete Guide
## What is Condition-based Workflow?
A powerful automation tool that helps you manage returns more efficiently by:
* Creating custom rules for different return scenarios
* Automating return decisions based on specific conditions
* Ensuring consistent customer experience
* Saving time on manual return processing
## When Should You Use Workflows?
### **Perfect for:**
1. **High-volume returns handling**
* Automate common return scenarios
* Process returns faster
* Maintain consistent service quality
2. **Region-specific return policies**
* Set different rules by geographical zones
* Customize return methods by location
* Manage international returns effectively
3. **Product-specific return rules**
* Different policies for various product types
* Special handling for specific collections
* Custom rules for SKUs
## Setting Up Your First Workflow
### Step 1: Plan Your Rule
Before creating, consider:
* What triggers the rule? (conditions)
* What should happen? (actions)
* Rule priority in your overall return process
### Step 2: Create Basic Structure
1. Go to Settings → Workflow
2. Click “Create workflow”
3. Name your rule descriptively
4. Choose condition logic (Any/All)
## Step 3: Set Smart Conditions
Choose conditions based on:
* Product details (type, tags, collections, SKU)
* Return information (reason, zone)
**Pro Tip:** Start with broader conditions and refine based on results
## Step 4: Define Actions
Select appropriate:
* Return or exchange type
* Return method
* Resolution
**Important:** Ensure all selected actions are enabled in Settings
## Advanced Usage Tips
### Priority Management
* More specific rules → Higher priority
* General rules → Lower priority
* Regular review of rule order
* Maximum 20 rules – use them wisely
### Common Scenarios and Solutions
**Seasonal Returns**
**Holiday Items**
```
IF: Product Collection = "Holiday 2023"
THEN:
- Action Type: Return
```
**Summer Collection**
```
IF: Product Collection = "Summer 2024"
AND Return Reason = "End of Season"
THEN:
- Resolution: Refund to Store Credit
```
**International Returns**
**European Returns**
```
IF: Return Zone = "Europe"
THEN:
- Action Type: Return
- Resolution: Refund by Online Bank Transfer
- Method: Ship with any carrier
```
**High-Value Items**
**Luxury Products**
```
IF: Product Tag = "Luxury"
THEN:
- Action Type: Exchange
- Method: Ship with pre-paid label
```
**Size/Fit Issues**
**Apparel Exchange**
```
IF: Product Type = "Clothing"
AND Return Reason = "Wrong Size"
THEN:
- Action Type: Exchange
- Resolution: Exchange for different size or color
- Method: Ship with pre-paid label
```
**Collection-Specific Rules**
**Limited Edition Items**
```
IF: Product Tag = "Limited Edition"
OR Product Collection = "Designer Collaboration"
THEN:
- Resolution: Refund to Store Credit
```
## Best Practices
### Rule Organization
1. Keep rules simple and focused
2. Use clear, descriptive names
3. Document rule purposes
4. Review and update regularly
### Optimization Strategy
1. Start with basic rules
2. Monitor results
3. Adjust based on data
4. Add complexity gradually
### Maintenance Tips
* Regular rule review (monthly)
* Remove unused rules
* Update seasonal rules
* Check for disabled methods
## Troubleshooting Guide
### Common Issues and Solutions
Enable required methods
#### **Rule Not Triggering**
Check priority order
Verify conditions
Ensure actions are enabled
#### **Conflicting Rules**
Review priority settings
Check overlapping conditions
Adjust rule specificity
#### **Disabled Actions**
Check Settings configuration
Update rule actions