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Workflows automate your business processes, saving time and ensuring consistency. Set up rules that run automatically when certain conditions are met.

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What Are Workflows?

Workflows are automated sequences that:
  • Trigger based on events (record created, updated, etc.)
  • Execute actions automatically (update fields, send emails, etc.)
  • Run without manual intervention (24/7 automation)
  • Ensure consistency (same process every time)
Workflows help you:
  • Eliminate repetitive manual work
  • Ensure important steps aren’t forgotten
  • Respond instantly to changes
  • Keep data synchronized
  • Notify the right people at the right time

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Workflow Components

Every workflow has three parts:
1

Trigger

What starts the workflowExamples:
  • A new opportunity is created
  • A deal stage changes to “Closed Won”
  • A task becomes overdue
  • A record field is updated
2

Conditions (Optional)

When the workflow should runExamples:
  • Only if deal value > $50,000
  • Only for opportunities in “Technology” industry
  • Only when assigned to specific team
3

Actions

What the workflow doesExamples:
  • Update a field
  • Send an email
  • Create a new record
  • Call a webhook
  • Assign to a user

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Common Workflow Use Cases

Lead Assignment

Automatically assign new leads to sales reps based on territory, industry, or round-robin.

Status Updates

Update related records when a parent record changes (e.g., close all tasks when project completes).

Notifications

Alert team members when important events occur (deal won, task overdue, etc.).

Follow-ups

Create follow-up tasks automatically after meetings or email sends.

Data Enrichment

Auto-populate fields based on other field values or external APIs.

Escalations

Notify managers when deals stall or issues remain unresolved.

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Creating Your First Workflow

1

Navigate to workflows

Go to Settings → Workflows to access workflow management.
2

Click New Workflow

Select + New Workflow to start building.
3

Name your workflow

Give it a clear, descriptive name:
Assign New Leads to Sales Team
Send Welcome Email to New Customers
Create Follow-up Task After Demo
4

Choose a trigger

Select what starts the workflow:
  • Record created
  • Record updated
  • Field changed
  • Scheduled time
5

Add conditions (optional)

Define when the workflow should run:
Only when:
  Lead Source = "Website"
  AND Country = "United States"
6

Add actions

Define what happens:
  • Update fields
  • Create records
  • Send notifications
  • Call webhooks
7

Test the workflow

Use test mode to verify it works correctly before activating.
8

Activate

Turn on the workflow to start automation.

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Workflow Builder

The visual workflow builder helps you design automation:

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Builder Interface

[Trigger] → [Conditions] → [Actions]
   ↓            ↓             ↓
  When         Only if        Then do

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Adding Steps

  1. Click + to add a step
  2. Choose step type:
    • Trigger (first step only)
    • Condition
    • Action
    • Branch (split flow based on conditions)
  3. Configure the step
  4. Connect to next step

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Branching Logic

Create different paths based on conditions: 
Trigger: Opportunity stage changed

Branch:
  If Stage = "Closed Won":
    - Create onboarding task
    - Send welcome email
    - Notify account manager
  
  If Stage = "Closed Lost":
    - Update lead score
    - Add to nurture campaign
    - Notify sales manager

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Example Workflows

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Example 1: Auto-Assign New Leads

Scenario: Distribute incoming leads to sales reps based on territory. 
Workflow: Assign Leads by Territory

Trigger:
  Event: Lead created
  Object: Leads

Conditions:
  Status = "New"
  AND Lead Source is not empty

Actions:
  If Country = "United States":
    Set Owner = "Alice (US Sales)"
  
  If Country = "United Kingdom":
    Set Owner = "Bob (UK Sales)"
  
  If Country = "Germany":
    Set Owner = "Charlie (EU Sales)"
  
  Otherwise:
    Set Owner = "Sales Manager"
  
  Send Email:
    To: [Owner]
    Subject: "New lead assigned: [Lead Name]"
    Body: "You have a new lead from [Company]..."

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Example 2: Deal Won Celebration

Scenario: When a deal closes, create tasks and notify the team. 
Workflow: Celebrate Deal Won

Trigger:
  Event: Field changed
  Object: Opportunities
  Field: Stage
  New Value: "Closed Won"

Conditions:
  Amount > 10000

Actions:
  1. Update Opportunity:
     Set Close Date = Today
     Set Status = "Active Customer"
  
  2. Create Task:
     Name: "Schedule kickoff call with [Company]"
     Assigned To: [Opportunity Owner]
     Due Date: Today + 2 days
  
  3. Create Task:
     Name: "Send welcome package to [Company]"
     Assigned To: "Customer Success Team"
     Due Date: Today + 1 day
  
  4. Send Slack Message:
     Channel: #sales
     Message: "🎉 [Owner] just closed [Company] for $[Amount]!"
  
  5. Update Related Company:
     Set Status = "Customer"
     Set Customer Since = Today

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Example 3: Task Overdue Escalation

Scenario: Notify managers when high-priority tasks are overdue. 
Workflow: Escalate Overdue Tasks

Trigger:
  Event: Scheduled
  Frequency: Daily at 9:00 AM

Conditions:
  Due Date < Today
  AND Status ≠ "Completed"
  AND Priority = "High"

Actions:
  For each matching task:
    1. Send Email:
       To: [Task Owner's Manager]
       Subject: "Overdue high-priority task: [Task Name]"
       Body: "Task assigned to [Owner] is [X] days overdue..."
    
    2. Update Task:
       Add note: "Escalated to manager on [Today]"
    
    3. Send Notification:
       To: [Task Owner]
       Message: "Your overdue task has been escalated"

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Example 4: Lead Scoring Automation

Scenario: Automatically score leads based on attributes. 
Workflow: Calculate Lead Score

Trigger:
  Event: Lead created or updated
  Object: Leads

Actions:
  Calculate Score:
    Start with: 0
    
    If Company Size > 500: Add 20 points
    If Company Size 100-500: Add 10 points
    
    If Industry in ["Technology", "Finance"]: Add 15 points
    
    If Job Title contains ["Director", "VP", "C-level"]: Add 25 points
    If Job Title contains ["Manager"]: Add 15 points
    
    If Lead Source = "Referral": Add 30 points
    If Lead Source = "Website": Add 10 points
    
    If Email is corporate domain: Add 10 points
  
  Update Lead:
    Set Score = [Calculated Score]
  
  If Score >= 70:
    Set Rating = "Hot"
    Assign To: "Senior Sales Rep"
    Send notification to sales manager
  
  Else if Score >= 40:
    Set Rating = "Warm"
    Add to nurture campaign
  
  Else:
    Set Rating = "Cold"

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Workflow Best Practices

Begin with straightforward workflows:
  1. Single trigger
  2. Simple conditions
  3. One or two actions
Test and refine before adding complexity.
Use descriptive names that explain:
  • What triggers it
  • What it does
  • Which object it affects
✅ Good: “Assign High-Value Leads to Senior Reps” ❌ Bad: “Lead Workflow 1”
Add descriptions explaining:
  • Why the workflow exists
  • What business process it supports
  • Who to contact with questions
Future you (and your team) will thank you.
Add safety conditions:
Only run if:
  - Required fields are not empty
  - Record is in expected state
  - User has permission
Always test workflows:
  1. Use test mode with sample data
  2. Verify each action executes correctly
  3. Check for unintended side effects
  4. Monitor closely after activation
Be careful with update triggers:❌ Bad:
Trigger: Lead updated
Action: Update lead score
This triggers itself endlessly!✅ Good:
Trigger: Specific field changed (not score)
Condition: Score not recently updated
Action: Update lead score
Regularly check:
  • Execution count
  • Success/failure rate
  • Average execution time
  • Error messages
Identify and fix issues proactively.

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Workflow Management

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Activating/Deactivating

  • Active - Workflow runs automatically
  • Inactive - Workflow paused, no executions
Toggle status from the workflow list or detail page.

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Editing Workflows

Editing an active workflow affects future executions immediately. Deactivate first to edit safely.
To edit:
  1. Deactivate the workflow
  2. Make your changes
  3. Test the updated workflow
  4. Reactivate

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Duplicating Workflows

Create a copy to use as a template:
  1. Open the workflow
  2. Click Duplicate
  3. Modify the copy
  4. Activate separately

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Deleting Workflows

Deleting a workflow:
  • Stops all future executions
  • Preserves execution history
  • Cannot be undone

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Workflow Monitoring

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Execution History

View past workflow runs:
  • Status - Success, failed, or running
  • Timestamp - When it executed
  • Trigger - What caused it
  • Actions - What it did
  • Errors - Any failures

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Troubleshooting Failed Workflows

When a workflow fails:
  1. Check execution log - See which step failed
  2. Review error message - Understand why
  3. Verify conditions - Ensure record met criteria
  4. Test with same data - Reproduce the issue
  5. Fix and retry - Update workflow and test
Common failure causes:
  • Required field is empty
  • Record doesn’t meet conditions
  • Permission issues
  • External service unavailable (webhooks)
  • Invalid field values

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Performance Considerations

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Workflow Limits

  • Maximum active workflows: 100 (varies by plan)
  • Maximum actions per workflow: 50
  • Maximum execution time: 60 seconds
  • Rate limit: 1000 executions per hour

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Optimization Tips

  • Use specific trigger conditions to reduce executions
  • Batch actions when possible
  • Avoid complex nested conditions
  • Schedule heavy workflows during off-peak hours

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Next Steps

Workflow Triggers

Learn about different trigger types

Workflow Actions

Explore available actions

Filters and Sorting

Use filters in workflow conditions

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