Automate work with workflows

note

Workflows are for admins. You need a role with the Workflows permission. Other roles don't see workflows at all.

A workflow starts with a trigger, such as "a deal changed". Then it runs one or more steps, such as "create a task".

Build a workflow

1. In the sidebar, open the Workflows folder and click Workflows.
2. Click New Workflow at the top right.
3. Type a name for the workflow and press Enter.
4. Click Add a Trigger.
5. Choose when the workflow runs. Under Data, you can pick a record event such as Record is created or Record is updated. Under Others, you can pick Launch manually, On a schedule or Webhook.
6. Set up the trigger. For a record event, choose the object under Record Type.
7. Click the + below the trigger to add a step.
8. Choose an action, such as Create Record, and set it up.
9. Click Activate at the top right.

The workflow now runs by itself. To see what it did, click See Runs. To stop it, click Deactivate. Some workflows, such as scheduled ones, also have a Test button, so you can try them first.

Example: a task when a deal is won

This is only an idea. It isn't set up yet.

• Trigger: Record is updated, with Record Type set to Opportunities and Stage chosen under Fields (Optional).
• First step: Filter, so the workflow carries on only when the stage is Customer.
• Second step: Create Record, with Object set to Tasks and a title such as Send the insertion order.

What works on this CRM

Steps that work with records, such as Create Record, Update Record and Search Records, work as expected. So do Filter, If/else, Delay and Form.

Some actions need setup that isn't done here:

• Send Email, Draft Email and Create Calendar Event need a connected email or calendar account.
• AI Agent needs an AI provider, and none is set up.
• Code - Logic Function needs extra setup on the server. Ask your admin before you rely on it.

Scheduled workflows use UTC time, so convert from your local time when you pick the hour.