Workflows

Automate business processes with customizable workflow triggers and actions.

Overview

The Workflows module enables you to:

• Automate repetitive tasks
• Create approval processes
• Trigger notifications
• Update records automatically
• Schedule recurring actions

Workflow Dashboard

View all workflows at a glance:

• Active workflows
• Recent executions
• Failed runs
• Workflow statistics

Understanding Workflows

Workflow Components

Each workflow consists of:

Workflow Types

Creating Workflows

Basic Workflow Setup

1. Enter workflow details:

• Name
• Description
• Category
• Active status

1. Configure trigger, conditions, and actions

Triggers

Record Triggers

Activate when records change:

Record Created

• When a new record is created

Record Updated

• When an existing record is modified
• Can filter by specific field changes

Record Deleted

• When a record is removed
• Useful for cleanup tasks

Field Changed

• When a specific field value changes
• Example: Deal stage changed to "Won"

Time-Based Triggers

Scheduled

Run at specific times:

• Daily at a set time
• Weekly on specific days
• Monthly on specific dates
• Custom cron expression

Date-Based

Trigger relative to dates:

• X days before a date field
• X days after a date field
• On the date itself

Examples:

• 7 days before contract expiry
• On employee anniversary
• 1 day before leave starts

System Triggers

User Actions

• User logs in
• User created
• Password changed
• Role changed

System Events

• Signature completed
• Document generated
• Payment processed
• Leave approved

Conditions

Adding Conditions

1. Select field to check
2. Choose operator
3. Enter comparison value

Condition Operators

Condition Groups

Combine conditions with logic:

Example:

(Department = "Sales" AND Role = "Manager")
OR
(Department = "Marketing" AND Role = "Director")

Actions

Notification Actions

Send Email

1. Configure:

• Recipients (static or dynamic)
• Subject line (with placeholders)
• Email body (with placeholders)
• Attachments (optional)

Send SMS

1. Configure:

• Phone number field
• Message content
• Sender name

In-App Notification

Create system notifications:

• Title and message
• Target users or roles
• Priority level
• Link to record

Record Actions

Update Record

Modify the triggering record:

• Set field values
• Increment/decrement numbers
• Append to text fields
• Clear fields

Create Record

Create new related records:

• Create a task when deal closes
• Create document when employee starts
• Create reminder for follow-up

Delete Record

Remove records (use carefully):

• Delete temporary records
• Clean up old data

Integration Actions

Webhook

Call external APIs:

• URL endpoint
• HTTP method (GET, POST, PUT)
• Headers
• Request body with data

Generate Document

Create documents from templates (see the Documents & Signatures guide):

• Select template
• Map data to placeholders
• Set output location
• Trigger signing if needed

Approval Actions

Request Approval

1. Configure:

• Approvers (users or roles)
• Approval type (any or all)
• Instructions
• Timeout period

1. Define what happens on:

• Approve
• Reject
• Timeout

Approval Workflows

Setting Up Approvals

Creating an Approval Workflow

1. Create new workflow
2. Set trigger (e.g., Leave Request Created)

1. Configure approval chain

Approval Types

Single Approver

• One person approves
• First response is final

Any Approver

• Multiple approvers
• First approval completes

All Approvers

• All must approve
• Any rejection stops process

Sequential

• Approvers in order
• Each must approve before next

Approval Chain

Set up multi-level approvals:

Dynamic Approvers

Assign approvers dynamically:

• Record owner's manager
• Department head
• Project manager
• Custom lookup

Managing Approvals

Approver Experience

1. Receive notification
2. Review request details
3. Add comments (optional)

Tracking Approvals

View approval status:

• Pending approvals
• Completed approvals
• Approval history
• Time to approve metrics

Managing Workflows

Workflow Status

Testing Workflows

Test Mode

1. Open workflow

1. Select or create test data
2. Run simulation
3. View expected results

Dry Run

Execute without making changes:

• See what would happen
• Verify conditions
• Check action output

Execution History

Viewing History

1. Open workflow

1. See all executions:

• Trigger time
• Status (success/failed)
• Records affected
• Actions performed

Troubleshooting

For failed executions:

1. Open the execution
2. View step-by-step log
3. See error messages
4. Identify failing action
5. Fix and re-run if needed

Version Control

Workflow Versions

• Each save creates a version
• View previous versions
• Compare changes
• Restore old versions

Cloning Workflows

1. Open workflow

1. Modify as needed
2. Save as new workflow

Common Workflow Examples

Onboarding Workflow

1. Create onboarding checklist task
2. Send welcome email to employee
3. Notify IT to prepare equipment
4. Notify manager with checklist
5. Schedule orientation meeting

Leave Approval

1. Request approval from manager
2. On approve:

• Update status to Approved
• Notify employee
• Update calendar

1. On reject:

• Update status to Rejected
• Notify employee with reason

Deal Won Celebration

1. Send congratulations to sales rep
2. Notify finance team
3. Create onboarding project
4. Generate contract document
5. Schedule kickoff meeting

Contract Expiry Reminder

1. Send reminder to account manager
2. Create renewal task
3. Notify customer success team

Document Signature Complete

1. Update document status to Complete
2. Move deal to next stage
3. Send copy to all signers
4. Notify internal team
5. Create follow-up task

Best Practices

Workflow Design

• Keep workflows focused on one process
• Use clear, descriptive names
• Add descriptions for future reference
• Start simple, add complexity later

Performance

• Minimize actions per workflow
• Use conditions to filter early
• Avoid recursive triggers
• Monitor execution times

Maintenance

• Review workflows quarterly
• Deactivate unused workflows
• Document complex logic
• Test after system updates

Tips

• Use test mode before activating
• Set up error notifications
• Keep approval chains short
• Use templates for common patterns
• Monitor failed executions daily