Perform a Group of Actions with a Workflow
Overview
Workflows allow you to automate a series of actions, so you don’t have to perform them manually—one by one. With a single Workflow, you can send emails, assign to-dos, apply tags, and more, in a timed sequence that runs automatically once triggered.
You can trigger a Workflow manually or connect it to other parts of the system, like Autoresponders, Voice Extensions, or Intelligent Links.
Workflow Video:
What You Can Do with a Workflow
Each step in your Workflow performs an action. Common Workflow steps include:
- Send an email or text
- Apply or remove a tag
- Assign a category or flag
- Add a note
- Create a to-do
- Start an autoresponder
- Notify a team member
- Add to or remove from a Board
- Assign the contact to another user
You can space these steps out using time delays (in minutes, hours, or days) to control the flow of automation.
How to Build a Workflow
Go to Automation > Workflows
Click + Add New Workflow
Give your Workflow a name
Click + Add Step to start building
Add delays between steps if needed
Save your Workflow
Once saved, the Workflow can be triggered manually from a contact record or used in automation tools throughout the system.
Questions and Answers
Q. How do I run a Workflow for a single contact?
A. Open the contact card, click Actions, then select Run Workflow and choose the Workflow you want to start.
Q. Can I use a Workflow to trigger another Workflow?
A. Yes. One of the available steps is Trigger a Workflow, which allows you to chain automations together.
Q. Can I run a Workflow for multiple contacts at once?
A. Yes. Use Group Actions or an Advanced Search to select contacts, then apply the Workflow to the whole group.
Q. Can I schedule delays between steps?
A. Yes. You can add delays of minutes, hours, or days between any steps in your Workflow.
Q. Can I use Workflows to update contact information?
A, You can apply tags, categories, flags, and even assign the contact to a new user—all from within a Workflow.
Q, Will changes I make to a Workflow affect contacts already in it?
A. No. Changes only apply to new contacts entering the Workflow. Contacts already in progress will continue with the original version.
Q, Can I remove contacts from Boards or Autoresponders with a Workflow?
A. Yes. You can add or remove contacts from Boards, Autoresponders, and more as part of a Workflow.
Q, Can I notify someone on my team when a Workflow runs?
A. Yes. Use the Notify a Team Member step to send an internal alert.
Q. Are there limits to how many steps a Workflow can have?
A. There’s no hard limit, but it’s best to keep Workflows focused and manageable. For complex sequences, you can trigger additional Workflows instead of stacking too many steps.
Q. Can I use Workflows in automations like Voice Extensions or Landing Pages?
A. Yes. Workflows can be triggered by several tools in the system, including Landing Pages, Intelligent Links, and Voice/SMS Extensions.
Video Transcript
Workflows are a powerful tool that can automate repetitive tasks and streamline your client interactions.
By grouping multiple activities into a single sequence, you can save time and ensure consistent client experiences.
To get to Workflows, go to Automation then Workflows.
Here’s a simple workflow that will run when a new lead comes in.
First we will set their category as Lead, We’ll send them the welcome email and then schedule a todo for the sales rep to give them a call.
These tasks are all done automatically because you set up this workflow in advance. This workflow is going to make sure your leads are getting a response from you promptly.
Here is a more involved workflow that shows emails going out over a 1 year period.
A workflow consists of steps and pauses. Steps are actions, like sending an email or updating a contact record.
Pauses define the time between steps.
Workflows can perform a wide range of actions, including:
- Updating contact records
- Stopping other workflows and autoresponders
- Assigning to-dos
- Sending emails and text messages
- And Integrating with external systems
Here are some tips for creating time-saving workflows:
- Keep workflows simple and focused.
- Use clear and concise language in your steps.
- Always test your workflows extensively before activating them.
Workflows can be launched a few different ways.
You can put an individual client on a workflow – like this.
When someone fills out your form on a landing page a workflow can started right then.
When a lead comes from an outside source you can use a workflow trigger to start a workflow.
Workflow triggers can be found within each individual workflow, here.
You can also trigger a workflow using the API.