Overview
Workflow Automation is an easy way to streamline manual processes, often consisting of multiple tasks such as sending emails, CRM integration, SMS messaging, etc. It is about improving processes by automating these repetitive tasks. It is one of the key steps to streamlining your business.
Using Workflow Automation, your team can focus on their work and spend less time on repetitive tasks. You will be more agile and can respond faster to customer needs and market conditions.
Contents
Adding a New Workflow Automation
1.) Click the CRM main menu.
2.) Click the Workflow Automation menu option.
The Show Workflow Automation page will open.
3.) Click the blue Add New Workflow button.
The Add Workflow New Workflow Automation page will open.
- Any new Workflow will be named New Workflow Automation until a name is created and applied in the Workflow General Settings section.
4.) Fill in the fields in the Workflow General Settings section.
- (A) Name: Enter a name to identify this Workflow.
- (B) Description: (Optional) Enter a short description of the purpose of this Workflow.
- (C) Active: Toggle Yes or No to determine if the Workflow is Active.
- (D) Relation: Select the type of the Workflow Relation in this drop-down: Campaign, List, Queue, Inbound Number, Email Template.
-
(E) Stop Workflow If: Select the Workflow's stop condition.
-
Never: Workflow has no stop condition.
-
Reached Status: Workflow will stop if the Lead has a Reached Status.
-
Final Status: Workflow will stop if the Lead has a Final Status.
-
Advanced Lead Filter: If Lead data matches the Advanced Lead Filter, the Action will not trigger anymore.
-
- (F) Skip if pending Actions: Enabling this setting ensures that the system will skip this Workflow if the Lead is pending any trigger Actions in this Workflow.
- (G) Enable Schedule: Enabling this adds two additional settings for specifying the Time Zone and operating hours for this Workflow.
- (H) Perform Action On: Select the percentage of time the Workflow will perform its Actions.
- (I) All Campaigns: When set to Yes, all Campaigns will be included in this Workflow.
-
(J) Select Campaigns: Highlight Campaigns with your mouse and move them to the Campaigns within this Workflow group.
- Move Individual Campaigns by clicking the < or > buttons.
- To move all Campaigns, click the << or >> button.
Note: The Campaign selection settings in the image above (I & J) will differ based on your Workflow Relation. If your Workflow Relation is Email Template, they will change to Email Template selection settings.
5.) Click the Apply Changes button.
The Workflow Events, Actions, and Action Sets sections will appear on the page below Campaigns within/Not within this Workflow section.
- (A) Events & Actions: Admins can create their Workflow Trigger Events and Workflow Trigger Actions in these two sections.
- (B) Action Sets: Admins can manage their Action sets in this section using the Delete Action Set and Add Action Set buttons as needed.
- (C) Apply Changes: Admins will click this button to save any adjustments they make to their Workflow Automation.
Note: The blue text on these Workflow Automation Trigger Events and Actions indicates they are Active. When they are deactivated, the color changes to red.
See Types of Workflow Events to learn more about the available Events for initiating a Workflow.
See Types of Workflow Trigger Actions to learn more about what Workflows can do.
Activating/Deactivating a Workflow
Admins can easily Activate and Deactivate Workflows.
1.) Open the Show Workflow Automation page.
2.) Locate the Workflow you want to deactivate and click the Status toggle to Inactive.
Deleting a Workflow Automation
1.) Click the CRM main menu.
2.) Click the Workflow Automation menu option.
The Show Workflow Automation page will open.
3.) Click Delete in the Action gearwheel drop-down to remove the Workflow.
The Confirmation window will open.
4.) Click the Delete button to remove the Workflow. This will also delete all pending Actions in this Workflow.
The Workflow Deleted window will open.
5.) Click the Close button.
Please sign in and vote to let us know if you found this article helpful!
👇