Workflows

Workflows are visual automations: when something happens in the CRM — a lead arrives, a status changes — a chain of steps runs automatically: emails, waits, branches, assignments, even outbound webhooks.

Available to Admins only.

The Workflows page

The page lists every workflow as a card with its name, an Active/Paused chip, its trigger, and its execution count. New Workflow opens the visual builder; clicking a card reopens it there.

The visual builder

The builder is a canvas showing your automation as a vertical tree: the Trigger card at the top ("Start automation when …"), each step as a card beneath it, and condition branches fanning out side by side with Yes / No badges on the connecting lines. You never drag or wire cards by hand — layout and connections are automatic.

  • Add a step — click a dashed "+" button under any open output (marked "Automation ends"), then pick an action from the Add an action sidebar on the right. The new step is inserted and connected there. The sidebar has a search box and category tabs: Suggested, Sending, Workflow, CRM, Apps.
  • Configure a step — click its card to open the settings sheet. Text fields support merge tags: {{lead.name}}, {{lead.email}}, {{lead.company}}.
  • Remove a step — the Remove step button at the bottom of its settings sheet (the trigger can't be removed).
  • Save & Activate stores the workflow and turns it on.

Triggers

The trigger card's When this happens dropdown offers: lead created, lead status changed, call created, meeting created, and opportunity created.

Actions

  • Send Email — sends a personalized email to the lead (or a fixed address). Emails are reusable: the step opens a picker of your saved workflow emails (with "In use" badges), a search box, and Create a new email for a fresh subject + body. Leave To empty to send to the lead's email.
  • Wait — a delay node: pause for a number of hours before the next step.
  • If/Else — splits the automation on a lead field (source, utmSource, status, city, country, aiPriority, leadScore, tags) with operators equals / not equals / contains / greater than / less than. The Yes branch runs when the condition matches, the No branch otherwise.
  • Update Status — moves the lead to New, Contacted, Qualified, or Lost.
  • Assign Lead — routes the lead to a team member.
  • Enroll in Drip — adds the lead to one of your drip campaigns.
  • Webhook — POSTs the lead as JSON to an n8n, Zapier, or Make webhook URL, with an optional secret sent as x-webhook-secret. Payload: { workflowId, event, lead }.

Good to know

  • Every new workflow starts with a trigger card already on the canvas, so the graph is always runnable.
  • Condition branches show their Yes/No badge even before you've added a step to that branch.
  • Copilot can also create simple workflows for you — see the Copilot guide.