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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 > Data & Automation > 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 TypeUse When...
ContactsAutomating lead/customer processes
ProjectsAutomating project lifecycle stages
ContractsActions after contract signing
PermitsPermit status and deadline workflows
ActivitiesTask-based automations
Purchase OrdersPO status and approval workflows
QuotesQuote status, approval, and vendor 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​

ErrorCauseFix
Trigger not configuredTrigger type not selectedConfigure the trigger node
Action incompleteRequired fields missingComplete all required fields in action
No end nodeWorkflow path doesn't endEnsure all paths reach an end node

Keyboard Shortcuts​

ShortcutAction
Ctrl/Cmd + ZUndo last change
Ctrl/Cmd + Shift + ZRedo
Ctrl/Cmd + SSave draft
DeleteDelete 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​

Building Permit Status Update​

Uses the Permits object type. The enrollment criteria keep other permit types out of the workflow.

Next Steps​