Workflow Automation

Required Permission

Workflow - You must have the Workflow permission to access this setting.

Automate repetitive tasks and create powerful business processes with the visual workflow builder. Design workflows that trigger actions based on record changes, dates, or manual enrollment.

What Are Workflows?

Workflows are automated sequences of actions that execute when specific conditions are met. They help you:

• Save time - Automate repetitive manual tasks
• Ensure consistency - Apply the same process every time
• Reduce errors - Remove human error from routine operations
• Stay organized - Automatic notifications, reminders, and follow-ups

Common Use Cases

Use Case	Trigger	Actions
Lead follow-up	New contact created	Create follow-up activity, send welcome email
Contract signing	Contract finalized	Update project stage, notify team, create activities
Appointment reminder	Date field approaching	Send email/SMS reminder to customer
Stage change notification	Sales stage updated	Notify manager, create checklist activity
Field-based updates	Field value changes	Update related fields, send notifications

How It Works

Every workflow follows this pattern:

1. Trigger - What starts the workflow (record created, field changed, date reached)
2. Conditions (optional) - Branch the workflow based on field values
3. Actions - What happens (update fields, send emails, create activities)
4. Delays (optional) - Wait before continuing
5. End - Workflow completes

Accessing the Workflow Builder

1. Navigate to Settings > My Company > Workflow
2. Click New Workflow to create your first workflow
3. Or select an existing workflow to edit

Quick Start Example

Create a simple "Welcome Email" workflow:

1. Create workflow

   • Click New Workflow
   • Name: "Welcome Email for New Contacts"
   • Object Type: Contacts
   • Click Create

2. Configure trigger

   • Click on the Trigger node
   • Trigger Type: Record Created
   • Click Save

3. Add action

   • Click the + button on the edge below the trigger
   • Select Action
   • Action Type: Send Email (External)
   • Select your welcome email template
   • Click Save

4. Publish

   • Click Publish in the top bar
   • Your workflow is now active

Workflow Components

Component	Purpose	Icon
Trigger	Entry point - what starts the workflow	Play icon (blue)
Action	Performs operations on records	Settings icon (orange)
Condition	Branches based on field values	Split icon (purple)
Delay	Pauses before continuing	Clock icon (cyan)
End	Marks workflow completion	Flag icon (green)

Supported Object Types

Workflows can be created for these record types:

• Contacts - Customer and prospect records
• Projects - Sales, design, and production projects
• Contracts - Agreements and proposals
• Permits - Building permits and inspections
• Activities - Scheduled tasks and events
• Purchase Orders - Vendor purchase orders
• Quotes - Vendor quotes and approval workflows

Next Steps

• Creating Workflows - Learn the workflow builder interface
• Triggers - Understand trigger types and configuration
• Actions - Explore available actions
• Managing Workflows - Publish, pause, and version control