Workflows respond to events in your workspace and handle the follow-up the same way every time. If your team keeps doing the same steps after every new lead or paid invoice, that is a good candidate for a workflow.
How it works
You'll find Workflows in the sidebar, with three sections: Workflow, History, and Settings. The builder is a visual canvas where you drag blocks onto the page and connect them. There are three kinds of block:
| Block | What it does |
|---|---|
| Trigger | Starts the flow from an event, or on a schedule. |
| Condition | Branches the flow based on rules. |
| Action | Performs the automated step. |
Triggers cover more than fifty events across tasks, projects, leads, customers, proposals, estimates, invoices, payments, contracts, tickets, staff, expenses, and incoming email. A workflow can also run on a schedule instead of waiting for an event: daily, weekly, or monthly at an hour you pick.
Conditions split the flow into a Pass path and a Not Pass path, using comparisons like equal, not equal, or greater and less than, depending on the field you're checking. So an invoice over a certain amount can take a different route than everything else.
Actions do the actual work: assign staff, update fields, change a status, add comments, notes, or tags, create reminders or related records, and send email. Email triggers unlock extra mailbox actions too, like moving a message to a folder, marking it read, linking it to a customer, lead, or project, or turning it into a task.
- Create the workflow. Click Create Workflow, name it, pick a category, and decide whether it's private (only you can see it) or shared with the team.
- Drop in a trigger. Choose the event that should start things off, or set a repeating schedule.
- Add conditions if you need them. Route different situations down different paths.
- Connect your actions. Chain as many as the job needs.
- Watch History. Every run is logged with the workflow, the node, and the result, so you can see exactly what fired and why.
Actions run the moment the trigger fires. There are no wait or delay steps, so design each workflow to finish its work in one pass.
Start with one small, boring flow, like tagging new leads from a certain source. Run logs are kept for 60 days, so you'll have plenty of evidence it works before you build the ambitious one.