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Workflows

Why this matters

A workflow is an automation: "when X happens, do Y automatically". With workflows:

  • When a lead is created → assign to the rep on duty and notify them.
  • When a lead changes to "Won" → automatically create an invoice.
  • When an invoice is 30 days overdue → mark as Overdue and send a reminder.
  • When an urgent case is created → notify the supervisor immediately.

Used well, workflows save hours per week.

Workflow structure

  1. Trigger (START) — what event activates it.
  2. Blocks — steps (conditions, actions, waits).
  3. Connections — execution order.

Create a workflow

  1. Sidebar → Settings → Workflows → Create.
  2. Fill in: name, module, status.
  3. Save.

You land on the visual editor with a START block.

Screenshot: workflow editor

Configure the trigger

  • Type: Creation, Update, Deletion, Stage change, Scheduled, Manual.
  • Optional filters — only fires if conditions are met.

Add blocks

  • Condition (IF) — routes the flow down branches.
  • Send email.
  • Create notification.
  • Update field.
  • Create record.
  • Assign to user.
  • Generate PDF.
  • Wait — pause before next block.
  • Webhook — call external service.

Connect blocks

Drag connections between blocks. For Condition, two branches (true/false).

Test and activate

  1. Save.
  2. Test with a sample record (test mode).
  3. Change status to Active.

Monitor executions

Workflow's History tab: when it ran, which record triggered it, result.

Watch out for

  • Circular workflows — infinite loop.
  • Workflows sending many emails — can hurt SMTP reputation.
  • Changes to active workflows take effect immediately.

Where to next