Automation sits at the heart of efficiency, helping you build smooth, automated processes. The Builder tab is where all of that comes together. Before diving in, let's walk through its tools and sections so you know your way around.
Workflow Name
At the top of the Workflow Builder page, you'll find your workflow's name followed by a pencil icon for editing. It's worth naming your workflows to reflect their purpose; a clear, concise name makes them easy to identify at a glance. For example, if the workflow sends a text message to someone who missed a call, you might name it "Missed Call Text-Back."
Builder Section
The workflow Builder section lets you create automated workflows triggered by actions that affect your CRM. You can confirm you're in the right tab by selecting Builder.
You can choose which action starts your workflow by clicking + Add New Trigger. The one you select will depend on the process or goal you have in mind.
All triggers you've added to your workflow appear in the top section, along with a short list of any filters you've applied, a copy icon to duplicate the trigger, and a bin icon to remove it.
To add actions for the workflow to perform, click the + sign icon at the point where you'd like to add them.
Alternatively, click and hold a trigger or action in the sidebar, then drag it onto the canvas.
Enable or disable individual workflow actions by hovering over them and clicking the pause/play icon. This lets you test and debug your workflow without disrupting the overall process.
You can also copy and paste an action by clicking the three-dot icon next to your action module, or by right-clicking it, then clicking the clipboard icon to add it.
To reposition an action within a workflow, click and hold the six vertical dots to the left of the action, then drag and drop it into the desired position.
Each action you add is displayed with an icon representing it and the name you entered during setup.
The END icon marks the final point of your workflow, indicating that no more actions will be performed.
Publishing Options
In the top-right corner of the page, you'll find a few options to save, monitor, or adjust your workflow as you build it and, when you're ready, make it active.
Test Workflow
Testing ensures your workflow functions as intended before it goes live. Click the "Test Workflow" button, select a contact to test the workflow on, and run the test to simulate how it will operate in a real scenario.
Draft or Publish
Workflows can exist in two states: Draft or Published. Draft mode is ideal for creating or editing workflows without activating them, and Published mode makes your workflow live and ready to execute tasks. To switch between states, use the toggle next to Test Workflow.
Recent Changes
Every change you make to your workflow is logged and timestamped, keeping an accurate record of updates and making it easier to troubleshoot any issues. To view this log, click the page icon.
This shows a list of recent changes you can undo or redo.
You can also undo or redo your most recent changes using the arrow icons.
Update and Save
Once you've set the workflow up to your liking, click the Save button in the top-right corner of the page. This locks in all your changes and ensures the workflow is ready to use.
📌Note: All changes made to a workflow after publishing will require this method of saving. However, as long as a workflow is set as Draft, changes will save automatically.
Left-Side Menu
The left side of your workflow builder contains a few quick actions you can perform on your workflow. These are:
- Notes: The Notes feature lets you add quick, contextual information about your workflow. These notes serve as reminders or explanations for specific steps, keeping things clear when revisiting or sharing workflows with team members.
- Troubleshooting: If your workflow isn't performing correctly, use this section to check the components for errors and find solutions.
- Stats View: After publishing your workflow, use this feature to analyse its performance. View workflow performance stats, including action data from the last 30 days or a custom date range for deeper insights. For a broader date range, click on the specific action to access more in-depth statistics.
- Sticky Notes: Sticky Notes are virtual post-its you can place directly on the workflow builder. They're useful for highlighting important points, providing additional context, or outlining instructions for specific workflow elements.
- Workflow Switcher: If you need to switch or search workflows without leaving your build, use this handy tool.
- Find and Replace: This panel lets you search across all workflow nodes and efficiently replace custom variables or tags throughout the entire workflow.
- Version History: This section lets you review your previous changes, restore your workflow to an older version, or create a new workflow based on a previous build in either the Standard or Advanced builder; the system automatically opens the correct builder for you.
- Workflow AI: Use Workflow AI to optimise your automation processes further. With intelligent suggestions, Workflow AI can enhance the efficiency and accuracy of your workflows, saving you even more time.
Zoom
Need to focus on a specific part of your workflow? Use the Zoom feature to zoom in or out of the workflow map. This helps you manage complex workflows with ease.
Or use the four corners icon to recentre your workflow.
Once you're familiar with the Workflow Builder and its features, you'll be able to turn time-consuming manual processes into efficient, automated systems. Whether you're managing customer interactions, tracking sales, or improving team productivity, these workflows make it straightforward to keep things running smoothly.