CRM Workflows
Workflows are automation rules that respond to events in the CRM and take actions automatically — creating tasks, sending notifications, updating fields, or applying tags. Workflows run in the background and do not block admin users.
Workflow List
The Workflows page lists all workflows with their name, trigger type, enabled status, execution count, and last run date.
Actions available from the list:
- Enable / Disable — Toggle the switch to activate or pause a workflow without deleting it
- Trigger manually — Run a workflow immediately against a specific organization (useful for testing)
- Edit — Open the workflow builder to change triggers, conditions, or actions
- Delete — Remove the workflow permanently (with confirmation)
Creating a Workflow
Click New Workflow to open the Workflow Builder. A workflow has three parts:
1. Trigger
The event that starts the workflow. Available triggers:
| Trigger | Fires when… |
|---|---|
| Manual | Admin clicks "Trigger" on the workflow list |
| Tag Added | A specific tag is applied to an organization |
| Tag Removed | A specific tag is removed from an organization |
| Note Created | A new note is logged |
| Task Created | A new task is created |
| Task Completed | A task is marked complete |
| Stage Change | An organization is moved to a new pipeline stage |
| Task Overdue | A task passes its due date without being completed |
Some triggers require configuration — for example, "Tag Added" asks you to select which tag to watch.
2. Conditions (Optional)
Add conditions to limit when the workflow fires. Conditions check field values before running actions:
- Organization field equals / contains / is not empty
- Tag is / is not present
- Deal stage equals
- Note type is
Multiple conditions use AND logic — all conditions must be true for actions to run.
3. Actions
What the workflow does when it fires. Available actions:
| Action | What it does |
|---|---|
| Create Task | Create a new task linked to the trigger organization |
| Send Notification | Send an in-app or email notification to an admin |
| Update Field | Set a field value on the organization or record |
| Apply Tag | Add a tag to the organization |
| Remove Tag | Remove a tag from the organization |
Multiple actions can be chained — they run in order, top to bottom.
Testing a Workflow
Before enabling a workflow for production use, test it manually:
- Save the workflow (it can be saved in a disabled state)
- On the workflow list, click Trigger next to the workflow
- Enter an organization ID to run it against
- Check that the expected tasks, notifications, or field updates were created
Tip: Use a test organization to avoid creating noise on real records during testing.
Workflow Execution History
Each workflow tracks an execution count and last-run timestamp on the list page. For a detailed execution log, contact your system administrator — full execution records are available in the system audit trail.
Access Requirements
- Role: Admin or Super Admin
- Permission:
crm:manage - Navigate to: Admin → CRM → Workflows