Creating Workflows

Required Permission

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

Learn how to create and build workflows using the visual workflow builder interface.

Creating a New Workflow

1. Navigate to Settings > My Company > Workflow
2. Click New Workflow button
3. Fill in the workflow details:
   • Name - A descriptive name for your workflow
   • Description (optional) - Explain what this workflow does
   • Object Type - Select which record type triggers this workflow
4. Click Create

You'll be taken to the workflow canvas with an empty trigger node ready for configuration.

Using a Workflow Template

Instead of building from scratch, you can start with a pre-built template:

1. In the Create New Workflow dialog, click Browse workflow templates
2. The template gallery opens with categories:
   • Lead Nurturing - Follow-up sequences and lead engagement workflows
   • Project Management - Project lifecycle and stage-based workflows
   • Notifications - Alert and notification workflows
3. Click a template card to select it
4. The template pre-fills the workflow name, description, object type, and flow configuration
5. Adjust the name and description as needed, then click Create

After creating from a template, the workflow canvas opens with all nodes pre-configured. Review each node's settings and customize them for your specific needs before publishing.

Templates Adapt to Your Fields

Templates automatically map field references to your company's field definitions. If a template references a field that doesn't exist in your configuration, that field will need to be set manually after creation.

Choosing the Right Object Type

Select the object type based on what record should trigger the workflow:

Object Type	Use When...
Contacts	Automating lead/customer processes
Projects	Automating project lifecycle stages
Contracts	Actions after contract signing
Permits	Permit status and deadline workflows
Activities	Task-based automations
Purchase Orders	PO status and approval workflows

Object Type Cannot Be Changed

Once a workflow is created, you cannot change its object type. Create a new workflow if you need a different object type.

The Workflow Canvas

The workflow canvas is where you design your automation visually:

Canvas Layout

• Top Bar - Workflow name, status toggle, and action buttons
• Canvas - Visual editor where you build the workflow
• Floating Toolbar - Undo/redo, auto-layout, and help
• Right Panel - Opens when you select a node to configure it

Initial State

Every new workflow starts with:

• One Trigger node (entry point)
• One End node (completion point)
• An edge connecting them with a + button to add nodes

Adding Nodes

Method 1: Click the + Button

1. Hover over an edge (the line connecting nodes)
2. Click the + button that appears
3. Select the node type:
   • Action - Perform an operation
   • If/Then Branch - Add conditional logic
   • Delay - Wait before continuing
4. The new node appears between the connected nodes

Method 2: After Configuring Trigger

After you configure your trigger:

1. Click the + button on the outgoing edge
2. Action and Condition options become available

Actions Require Configured Trigger

Action and Condition nodes are disabled until you've configured the trigger node with an object type.

Configuring Nodes

1. Click on any node to select it
2. The configuration panel opens on the right
3. Fill in the required settings
4. Click Save to apply changes
5. Click Cancel to discard changes

The node displays a summary of its configuration once saved.

Moving and Arranging Nodes

Drag to Reposition

• Click and drag any node to move it
• The canvas automatically adjusts edges

Auto-Layout

For complex workflows:

1. Click the Auto Layout button in the floating toolbar
2. The workflow arranges itself in a clean tree structure
3. Useful after adding many nodes

Deleting Nodes

1. Right-click on a node
2. Select Delete from the context menu
3. The node is removed and edges reconnect

Cannot Delete Trigger or End

The trigger node and end nodes connected to other nodes cannot be deleted.

Validation

The workflow builder validates your configuration:

Validation Indicators

• Red border - Node has validation errors
• Error badge - Shows count of errors in toolbar
• Save disabled - Cannot save until errors are fixed

Common Validation Errors

Error	Cause	Fix
Trigger not configured	Trigger type not selected	Configure the trigger node
Action incomplete	Required fields missing	Complete all required fields in action
No end node	Workflow path doesn't end	Ensure all paths reach an end node

Keyboard Shortcuts

Shortcut	Action
Ctrl/Cmd + Z	Undo last change
Ctrl/Cmd + Shift + Z	Redo
Ctrl/Cmd + S	Save draft
Delete	Delete selected node

Access the full shortcuts list by clicking the ? button in the floating toolbar.

Undo and Redo

The workflow builder maintains a history of your changes:

1. Click Undo in the floating toolbar (or Ctrl/Cmd + Z)
2. Click Redo to restore undone changes
3. History resets when you leave the editor

Saving Your Work

Draft Saving

• Changes are auto-saved as a draft
• Drafts don't affect the live workflow
• See "Draft" indicator in the top bar

Publishing

When your workflow is ready:

1. Click Publish in the top bar
2. The workflow becomes active
3. Records matching the trigger will enroll

See Managing Workflows for details on publishing and versioning.

Best Practices

Keep Workflows Focused

• One workflow per business process
• Don't try to do everything in one workflow
• Create multiple smaller workflows instead

Name Clearly

• Use descriptive names: "Send Welcome Email to New Leads"
• Avoid vague names: "Workflow 1"

Test Before Publishing

• Review the entire flow before publishing
• Check each node's configuration
• Consider edge cases and conditions

Document Your Logic

• Use the Description field to explain the workflow
• Add custom labels to nodes for clarity
• Include notes about business rules

Workflow Examples

Lead Nurture Sequence

Contract Signed Notification

Appointment Reminder

Next Steps

• Triggers - Configure what starts your workflow
• Actions - Learn available actions
• Conditions - Add branching logic
• Delays - Add timing to your workflow