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Workflow Module

What This Is​

The Workflow module helps you automate repeated work. A workflow is a set of steps that runs automatically when something happens.

For example, when a new lead is added, a workflow can send a welcome email, assign a task, and notify a team member.

When To Use It​

Use Workflows when you want the CRM to do simple repeated jobs for you, such as:

  • Send follow-up emails or SMS messages.
  • Assign tasks to team members.
  • Move a lead or deal to another step.
  • Notify users when important activity happens.
  • Pause, update, duplicate, or share an automation.

What You Can Do​

In the Workflow module, you can:

  • View all workflows in one place.
  • Create a new workflow.
  • Search for a workflow by name.
  • Turn workflows on or off.
  • Keep a workflow in Draft while editing, then publish the current version when it is ready.
  • Review execution logs, search enrollments, and filter them by status.
  • Review version history and restore an earlier version.
  • Retry an eligible failed workflow job from its execution details.
  • Duplicate workflows and share eligible workflows with sub-accounts.
  • Edit or delete existing workflows.
  • Export workflow information when needed.
Workflow module pageWorkflow module page

Basic Workflow​

  1. Hover over Workflow in the header, then click Workflows in the dropdown menu.
  2. Click Add to create a new workflow.
  3. Give the workflow a clear name.
  4. Choose what should start the workflow.
  5. Add the actions the CRM should run.
  6. Save the workflow as a draft and test it with controlled data.
  7. Review Execution Logs for the test run.
  8. Publish the workflow when it is ready for live contacts.

Example​

If a customer fills out a lead form, a workflow can send an email, create a task for a salesperson, and wait two days before sending another follow-up message.

Notes​

  • Give every workflow a clear name so your team understands what it does.
  • Test workflows before turning them on.
  • Publishing and saving create versioned workflow data. Use Version History to inspect or restore an earlier version.
  • A retry continues an eligible failed execution; it does not replace correcting the cause of the failure.
  • A workflow can contain only a trigger path when no action is required, but it must still pass validation before publishing.
  • Review old workflows regularly so customers do not receive outdated messages.