Automation / Workflows

Code-based automations that run ProcScript when Podio items are created, updated, deleted, or on a schedule.

Setup

Go to /flows/ or select “Flows” from the main menu

Add a Podio app - click “Add App” and select your app from Podio. ProcFu automatically registers webhooks (item.create, item.update, item.delete) on the app.

Create a flow - name it, pick a trigger, write ProcScript code.

Flows run automatically when the trigger event occurs.

Deleting an app removes all its flows and cleans up webhooks.

Triggers

Code	Type	Event	Payload type
C	On Create	Item created in Podio	item.create
U	On Update	Item updated in Podio	item.update
D	On Delete	Item deleted in Podio	item.delete
T	On Schedule	Time-based (cron)	flow.schedule

Schedule Configuration

For scheduled flows you can select the day and time the flow should queue, or every day and/or every hour. Note that flows are queued at this time. Execution would depend on system load at the time, so they may only trigger minutes after your selected scheduled time.

Payload

Every flow receives a $payload variable with context about the triggering event.

Always Present

Key	Type	Description
`type`	string	item.create, item.update, item.delete, or flow.schedule
`flow_id`	int	Flow primary key
`app_id`	int	Podio app ID
`item_id`	int	Podio item ID (0 for scheduled flows)

On Create / On Update

Key	Type	Description
`item_fields`	object	Simplified field values from flow_item_get

On Update Only

Key	Type	Description
`item_changes`	object	{field_external_id: {from: old, to: new}}
`item_revision_id`	int	Podio revision number

Accessing Payload in ProcScript

// Get the event type
$type = $payload["type"];

// Get item fields
$title = $payload["item_fields"]["title"];

// Check what changed (update only)
$status_change = $payload["item_changes"]["status"];
$old = $status_change["from"];
$new = $status_change["to"];

Flow Helper Functions

Additional ProcScript functions for fetching Podio data within flows. All return items in a simplified format (field values resolved to human-readable strings).

Function	Description	Key Parameters
`flow_item_get($item_id)`	Get simplified item fields	item_id
`flow_item_comments_fetch($item_id, $limit)`	Get item comments	item_id, limit (default 100, max 1000)
`flow_related_fetch($item_id, $limit, $app_id, $field_id)`	Get related items	item_id, optional app_id/field_id filter
`flow_view_fetch($app_id, $view_id, $limit)`	Get items from a Podio view	app_id, view_id
`flow_app_filter($app_id, $filter, $limit)`	Filter items by field values	app_id, JSON filter e.g. {"status":"Active"}
`flow_app_search($app_id, $field_id, $val, $cond, $limit)`	Search items by field	condition: E=equals, C=contains

All other ProcScript functions, including standard Podio API functions (podio_item_get, podio_item_fields_update, podio_comment_create, etc.) are also available.

Testing & Debugging

Run on Item

The editor lets you test a flow against a real Podio item without waiting for a webhook. Select an item from the app, click Run — the flow executes with a full payload as if the trigger fired.

Syntax Check

Built-in linter validates ProcScript syntax without executing (parse-only lint mode).

Last Payload

Each flow stores the payload from its most recent execution. View it from the editor to inspect what data the flow received.

Logs

Flow executions are logged with start/complete messages and execution time. View logs per flow from the editor. Errors (exceptions, usage limits) are also captured.

AI Assistant

The flow editor includes an AI code generator. Describe what you want in natural language — AI returns ProcScript code with a diff view. The AI has access to:

ProcScript documentation

The flow's Podio app structure (fields, types)

Podio tools for inspecting items and tasks

Usage & Billing

Each flow execution counts as 1 action against account usage limits. Usage is checked before execution — if limits are exceeded, the flow throws "Account Usage Limits Exceeded" and logs the error.

If a user's account becomes inactive, their flows are automatically paused.