Create an automation

Every automation has the same parts: When it starts, Only if (the conditions), and the steps that follow. This article builds one: when a new lead arrives, notify the responsible person and create a follow-up task.

You need a role that can build automations. See Automations overview.

Start a new automation

1. Open Automations and pick the module at the top, for example Leads.
2. Press New automation.

The editor opens in Flow view, a canvas with the steps drawn as boxes. Switch to Form view at the top for the same automation as a simple numbered list. Both edit the same thing.

Say when it runs

Under When:

1. In the first box, named after the module (A lead…, A deal…), choose what sets it off: is created, is changed, is created or changed, enters a stage, changes stage, is converted and so on. The choices depend on the module.
2. For enters a stage, pick the Pipeline and Stage.
3. Under Run, choose immediately, after a delay, or before a date on the record. With a delay, set How long.

Choose only when somebody starts it to make a workflow that never starts on its own, only by hand from a record.

Add conditions

Leave conditions empty to run on every record. To limit it, in Flow view click the Only if box under the trigger; in Form view use the Only if section. Pick a field, how to compare it and a value. A group can say all conditions must hold, or any of them.

Add the steps

In Flow view: drag a step from Drag a step in on the left onto a + on the canvas. Click a step to set it up in the panel on the right; give it a Name on the canvas if you like.

In Form view: under Then, step by step, choose each step's type, fill in its details, and press Add a step for the next. Use the arrows to reorder.

Steps such as If / else, Conditions and In parallel have lanes. Their lanes are laid out in Flow view.

In a message or a field value, use Insert to place values from the record, such as the customer's name or the responsible person's phone.

Save it

Give the automation a Name at the bottom, or leave the suggested one, and press Create. It is switched on at once.

Workflow settings and starting by hand

The Workflow settings row in the editor has a few tabs:

• General: describe What it is for; People can start it from a record, which lists it under Run a workflow on the record's page; Keep a step-by-step log for 7 days; Show its runs on the record's timeline; and the Order when several workflows start on the same event.
• Questions at start: what to ask when someone starts it by hand. Each answer can be used in any step.
• Variables and Constants: values the workflow keeps and reads.
• Runs: its past runs, once the automation is saved.

To start one by hand, open the record and press Run a workflow, pick the workflow, answer its questions and press Start.