Build a workflow

A workflow runs a fixed list of steps on a record when something happens to it. Build one on the Workflows page in the sidebar, on a desktop browser. On a phone the editor is read-only and you can only switch a workflow on or off.

Who can build and edit a workflow

Any member can click New workflow. Whoever saves it becomes its owner, and the workflow runs with that owner’s permissions. Only the owner or an admin can edit it, switch it on or off, or delete it.

Start from a description, a template or scratch

Type what you want in the text box and click Draft it for an assistant draft (see the last section). Or pick a starter template, shown as the sentence it produces. A template appears only when your workspace has the contact or deal type and the pipeline it needs. Or click Start from scratch.

Choose the trigger

The trigger card sits first and can’t be removed. Under When, pick a trigger:

A record is created
A field changes
On a schedule
A record goes quiet
Run manually
A record is assigned
A record is deleted
A record is restored
An email is linked
A task is completed
A task goes overdue
Records are merged

Under On a (For each for a schedule), pick the record type. A field changes asks for the Field, and whether it changes to any new value or to a specific value. On a schedule asks for a Cadence, the day, the time under At (SGT) and optional record conditions. A record goes quiet asks how many days with no activity to wait. A record is deleted can only run notification steps, because the record is already gone.

Add checks, waits and actions

Click the + between cards to add a step. Under Flow, a check step continues only if all its conditions hold, and Wait pauses the run for a number of hours or days. If the type has a date field, click Wait until a date field instead and choose days before, the day of or days after it. An empty date field skips the wait; a past date continues at once.

Under Actions, pick one:

Update a field
Change stage (only when the type has a pipeline)
Create a task
Add a note
Send a notification
Assign the owner
Send a template email
Create a record
Update a linked record (only when the type has a single-record link)
AI: research & fill fields
AI: draft an email

Drag a card to reorder steps, or click the cross on a card to remove it. Assign the owner runs only when the workflow’s owner is a manager or admin; otherwise it shows Blocked and the workflow won’t save.

Condition operators by field type

The operators depend on the field:

Text, long text, email, phone and URL: is, is not, contains, is empty, is set.
Number, currency and percent: is, is over, is under, is empty.
Select and Stage: is, is not, is empty.
Multi-select: contains, doesn’t contain, is empty.
Checkbox: is on, is off.
Date and date-time: is within the next … days, was more than … days ago, is empty.
Relation: is empty, is set.

Test it against a real record

To preview a draft without writing anything:

Click Test in the header.
Pick a record of the trigger’s type.
Read the Test run panel, which ends with This run would complete. or This run would not complete for this record.

Editing any step closes the panel.

Save and switch it on

Type a name in the header, or leave it blank to use the sentence. In the header menu, pick who can press Run: Anyone can run, Managers and up or Owner and admins. Tick Only once per record to handle each record a single time; schedules tick it by default. Click Save. A problem with a step appears on that card in red; fix it and save again.

A new workflow saves switched off. The switch sits in the header and in the Enabled column of the list. Switching on waits until you save your changes; switching off works at any time and takes effect at once.

Let the assistant draft it for you

Describe the workflow on the start screen and click Draft it, or ask the co-pilot in chat. The assistant posts a Review workflow draft chip, noting how many issues remain. The chip opens the builder with the draft loaded and any problems marked on the cards. Nothing is saved until you click Save.

For an existing workflow, the owner or an admin sees a banner with Review and Discard. The live version stays as it was until you save the revision.