Automation Workflows let you define trigger → condition → action rules that run automatically in the background. Common use cases: auto-assign new leads, enroll prospects in email sequences, create follow-up tasks when a deal is won, or fire webhooks to external systems.
Table of Contents
Overview
How Workflows Work
[Trigger fires] → [All conditions pass?] → [Execute actions in order]
- A workflow runs every time its trigger event occurs
- All conditions must be true for the actions to execute
- Actions run sequentially in the order they are listed
- A paused workflow does not run even when its trigger fires
Accessing Workflows
CRM → Workflows (/admin/crm/workflows)
Creating a Workflow
- Click New Workflow
- Enter a Name and optional description
- Select a Trigger (what starts the workflow)
- Optionally add Conditions (filters on the trigger data)
- Add one or more Actions (what happens)
- Toggle Active on
- Click Save
Triggers
| Trigger | Fires When |
|---|---|
lead.created |
A new lead is created (any source) |
lead.status_changed |
A lead's status changes |
deal.created |
A new deal is created |
deal.stage_changed |
A deal moves to a different pipeline stage |
deal.won |
A deal is moved to a Won stage |
deal.lost |
A deal is moved to a Lost stage |
form.submitted |
A lead form submission is received |
Trigger Configuration
Some triggers have additional configuration:
lead.status_changed — Optionally restrict to a specific target status (e.g., only fire when status changes to "Qualified").
deal.stage_changed — Optionally restrict to a specific target stage.
form.submitted — Optionally restrict to a specific lead form.
Conditions
Conditions filter the trigger data. The workflow only proceeds if all conditions are true.
Available Condition Fields
For lead triggers (lead.*, form.submitted):
| Field | Description |
|---|---|
status |
Lead status (new, contacted, qualified, etc.) |
source_id |
Lead source |
score |
Lead score (0–100) |
owner_id |
Assigned owner |
For deal triggers (deal.*):
| Field | Description |
|---|---|
pipeline_id |
Pipeline the deal belongs to |
stage_id |
Current stage |
value |
Deal value |
owner_id |
Assigned owner |
Operators
| Operator | Meaning |
|---|---|
eq |
Equals |
neq |
Does not equal |
gt |
Greater than |
lt |
Less than |
contains |
Text contains |
Actions
Actions execute in order when the trigger fires and all conditions pass. Add multiple actions to a single workflow.
Available Actions
Assign Owner
Assigns the lead or deal to a specific user or distributes via round-robin.
| Mode | Behaviour |
|---|---|
| Specific user | Always assigns to the selected user |
| Round-robin pool | Cycles through selected users in order |
Use round-robin to distribute inbound leads evenly across the sales team.
Enroll in Sequence
Enrolls the lead or contact in an email sequence.
- Select the sequence from the dropdown
- If the contact is already enrolled in the same sequence, the enrollment is skipped to avoid duplicates
See Email & Sequences for sequence setup.
Create Task
Creates a follow-up task linked to the record.
| Field | Description |
|---|---|
| Title | Task subject (e.g., "Follow-up call") |
| Due in days | Days from now when the task is due |
The task is assigned to the record's owner and appears in the activity timeline.
Update Lead Status
Changes the lead's status to the selected value.
Available statuses: new, contacted, qualified, unqualified, converted
Send Notification
Sends an in-app notification to a user or team member.
- Select the recipient from the user dropdown
- Enter notification message text
Webhook (HTTP POST)
Sends a POST request to an external URL with the event payload.
- Enter the destination URL (e.g., a Zapier or Make webhook URL)
- Payload includes the trigger event name and the relevant record's key fields
Use this to push data to external systems without writing custom code.
Managing Workflows
Enabling / Disabling
On the workflow list page, click the toggle next to a workflow to pause or resume it without deleting it.
A paused workflow shows a grey dot; an active one shows green.
Editing
Click Edit on a workflow to update its name, trigger, conditions, or actions. Changes take effect immediately on the next trigger fire.
Deleting
Click Delete on a workflow. Deletion is permanent and cannot be undone. Runs that have already executed are unaffected.
Execution History
Each workflow card on the list page shows:
- Runs — Total number of times the workflow has executed
- Last ran — Timestamp of the most recent execution
Conditions that failed (workflow did not proceed) do not count as runs.
Example Workflows
Auto-assign New Leads Round-Robin
- Trigger:
lead.created - Conditions: None
- Actions: Assign owner (round-robin: Alice, Bob, Carol)
Enroll High-Score Leads in Nurture Sequence
- Trigger:
lead.created - Conditions:
score>60 - Actions: Enroll in sequence (High-Intent Nurture)
Create Follow-up Task When Deal Is Won
- Trigger:
deal.won - Conditions: None
- Actions: Create task (title: "Send onboarding email", due in: 1 day)
Notify Slack When a Deal Is Lost
- Trigger:
deal.lost - Conditions:
value>5000 - Actions: Webhook (URL: your Slack or Make webhook endpoint)
Related Documentation
Last updated: June 2026
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