Overview
Dynamic Field Triggers allow you to start or stop workflows based on changes to dynamic field values on a project. Unlike traditional stage-based triggers, dynamic field triggers activate when a specific dynamic field value changes, regardless of which stage the project is in.
This feature enables you to create instant, field-based automations for scenarios where moving a project stage is not practical or desirable, such as emergency notifications, field crew updates, or status changes that need immediate action.
Purpose
This article helps you:
Understand what Dynamic Field Triggers are and when to use them
Learn the difference between dynamic field triggers and project stage triggers
Create workflows triggered by dynamic field value changes
Add dynamic field conditions to existing triggers
Set up emergency notifications and instant responses
Use multiple conditions with dynamic field triggers
Understand which dynamic field types work as triggers
How to Access
To access Triggers:
Click the hamburger menu (☰) in the top-left corner of your ProLine account.
Click Workflows.
Click the Triggers tab.
You will now see a list of all triggers currently set up in your account. When creating or editing a trigger with Project as the trigger type, you will see the option to use Dynamic Field as the trigger type.
Understanding Dynamic Field Triggers
A Dynamic Field Trigger is a new trigger type available for Project triggers. It starts or stops a workflow when a dynamic field value changes on a project, regardless of which stage the project is in.
This is different from a Project Stage trigger, which only activates when a project moves to a specific stage.
Trigger Types Available:
ProLine currently supports four trigger types:
Project Stage Trigger: Runs when a project moves into a specific stage
Project Dynamic Field Trigger: Runs when a project dynamic field value changes
Job Stage Trigger: Runs when a job moves into a specific job stage
Event Type Trigger: Runs when a new event is created using a specific event type
Key Differences:
Project Stage Trigger: Activates only when a project enters a specific stage
Project Dynamic Field Trigger: Activates when a dynamic field value changes, regardless of project stage
What Counts as a Value Change:
If a field had a value and now has a different value (that's a change)
If a field had a value and now is empty (that's a change)
If a field was empty and now has a value (that's a change)
Any change to the dynamic field value will trigger the workflow.
Creating a Dynamic Field Trigger
Step 1: Set Up the Trigger
Go to Workflows > Triggers.
Click Create Trigger.
Select Project as the trigger type.
Under Project Trigger Type, select Dynamic Field (instead of Project Stage).
A dropdown will appear showing all project dynamic fields you have set up in Company Settings.
Select the dynamic field you want to use as a trigger.
Example: Select "Emergency Status" or "Additional Work Required" as the trigger field.
When this dynamic field value changes on any project, the trigger will activate and check its conditions.
Step 2: Add Condition Groups (Optional but Recommended)
Just like other triggers, you can add Condition Groups to control exactly when the workflow should start or stop.
Click Add Condition Group and configure filters such as:
Project Location
Project Category
Project Type
Lead Source
Project Services
Project Tags
Dynamic Field Conditions
You can also add Dynamic Field Conditions within a Condition Group. This allows you to create very specific triggers based on both standard project filters and dynamic field values.
Using Dynamic Field Conditions
Dynamic field conditions work with different field types:
Dropdown Fields:
Comparison: "is" or "is not"
Options: Select from the options you configured in Company Settings
Example: If "Work Type" is "Stucco Repair"
Combining Multiple Conditions
You can combine dynamic field conditions with standard project conditions to create very specific triggers.
Example 1: Emergency Workflow
Trigger Type: Dynamic Field
Trigger Field: Emergency Status
Condition 1: Project Type is Insurance
Condition 2: Service Included is Roofing
Action: Stop All Workflows and start Emergency Response workflow
Example 2: Payment Follow-Up
Trigger Type: Dynamic Field
Trigger Field: Additional Work Required
Condition 1: Payment Type is not Cash
Condition 2: Dynamic Field "Work Approved" is Yes
Action: Start Invoice Creation workflow
Dynamic Field Trigger vs. Project Stage Trigger with Dynamic Field Condition
There are two ways to use dynamic fields in workflows:
Option 1: Dynamic Field as the Trigger
Trigger Type: Dynamic Field
Activates when the field changes, regardless of project stage
Best for: Emergency responses, field crew updates, instant notifications
Option 2: Project Stage Trigger with Dynamic Field Condition
Trigger Type: Project Stage
Add Condition: Dynamic Field
Activates only when the project is in a specific stage AND the dynamic field meets the condition
Best for: Stage-specific automations that also depend on field values
When to Use Each:
Use Dynamic Field Trigger when:
You need instant response regardless of project stage
Field crews need to trigger actions without navigating through stages
Emergency situations require immediate workflow activation
The action should happen anywhere in the project lifecycle
Use Project Stage Trigger with Dynamic Field Condition when:
The workflow should only run at a specific stage
You want to add nuance to stage-based workflows
The field value matters only when the project reaches a certain point
Setting Up Dynamic Fields in Company Settings
Before you can use dynamic field triggers, you must create dynamic fields in Company Settings.
Click the hamburger menu (☰) in the top-left corner.
Select Company Settings.
On the left side menu, click Projects (under the "Others" section).
Scroll to the Dynamic Fields section.
Click +Add Dynamic Field.
Configure:
Unique Identifier: Internal name for the field
Name: What appears on the project
Type: Dropdown, Date, Number, Text, Checkbox, etc.
Options: If using Dropdown type, add your options (example: Option 1, Option 2, Option 3)
These dynamic fields will then be available as trigger options and condition options in your workflows.
Note: Dynamic fields only appear on projects after the project is created. They are not available when creating a new project from the dashboard.
Use Cases & References
Common use cases
Dynamic Field Triggers are commonly used for:
Emergency notifications: Field crew marks "Emergency" field, instantly notifying office and sales rep without moving project stages
Additional work required: Crew selects "Needs Stucco" or "Wood Replacement Needed," triggering quote update workflow
Quality control flags: Inspector marks issues, triggering immediate follow-up regardless of project stage
Payment status changes: Finance team updates payment field, triggering next steps in the sales process
Warranty tracking: Date-based triggers send notifications when warranties are expiring
Contact status updates: Mark a lead as "Contacted," triggering different follow-up workflows
Resource allocation: Field updates equipment or crew needs, triggering scheduling workflows
Insurance claim updates: Adjuster approval status changes trigger documentation workflows
Example: Emergency Response Workflow
Scenario: Crew discovers emergency situation (water damage, structural issue) while on-site. They need to notify office immediately without calling or texting.
Setup:
Dynamic Field: "Emergency Status" (Dropdown with options: None, Minor, Major, Critical)
Trigger: When "Emergency Status" changes to any value
Conditions: Only if "Emergency Status" is not "None"
Actions:
Send SMS to project manager
Create urgent task for sales rep
Send email to customer about situation
Stop all other automated follow-ups
Result: Crew taps one field on their phone, and office is immediately notified with all necessary actions triggered.
References
If you want to learn more, check out our guides:
Guidelines & Best Practices
Use dynamic field triggers for instant, stage-independent actions like emergencies or field crew updates.
Use project stage triggers with dynamic field conditions when the workflow should only run at specific stages.
Keep dynamic field triggered workflows short and focused (emergency notification, task creation, single email).
For longer workflows, use project stage triggers to avoid conflicts with stage-based "Stop All Workflows" actions.
Use the "Don't Stop Workflows" option if you want the dynamic field workflow to run alongside existing workflows.
Combine multiple dynamic field conditions to create very specific, nuanced triggers.
Name your dynamic fields clearly so they are easy to identify in workflow rules.
Test your dynamic field triggers thoroughly before rolling out to all users.
Document which dynamic fields trigger which workflows so your team understands the automation.
Consider using dynamic fields for internal team actions rather than customer-facing stage changes.
Be aware that moving a project to a new stage with "Stop All Workflows" will stop dynamic field triggered workflows too.
Use dropdown dynamic fields with clear options for field crews to select easily.
Summary
Dynamic Field Triggers enable powerful workflow automation based on field value changes rather than stage movements. This is ideal for scenarios where instant response is needed regardless of project stage, such as emergency notifications, field crew updates, or status changes that require immediate action. You can combine dynamic field triggers with multiple conditions to create very specific automations, or add dynamic field conditions to traditional stage triggers for added nuance. Dynamic fields must be created in Company Settings before they can be used as triggers or conditions.
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