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Automations basics

How to create your first workflow

In Automation › Workflows, click Create Workflow, choose Start from scratch, add a trigger, add actions with the + button, save, test it on a contact, and publish.

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Before you start

  • You need access to the Automation module.
  • Have ready whatever the trigger will use (for example, the form in Sites › Forms or the calendar in Calendars).
  • If the workflow will send emails or texts, make sure your account's email and phone number are already set up.
  • Have a test contact (ideally a brand-new contact with your own email and cell phone).
Where to find it

Automation › Workflows › Create Workflow

Step by step

1. Create the workflow

  1. In the left menu, open Automation and click Workflows.
  2. Click Create Workflow.
  3. Choose Start from scratch (or a template/recipe if one is close to what you need).
  4. Click the workflow name at the top and give it a clear name, for example "New lead – welcome".

2. Add the trigger

  1. Click Add New Trigger.
  2. Search for the trigger (for example, "Form Submitted") and click it.
  3. Under Filters, choose what narrows the trigger down (for example, which form). With no filters, it fires for every case of that type.
  4. Click Save Trigger.

3. Add the actions

  1. Click the + button on the line below the trigger.
  2. Pick the action (for example, Send Email) and fill in the required fields.
  3. Give the action a name so you can recognize it easily on the canvas.
  4. Click Save Action.
  5. Repeat with the next + for each new action. Actions run from top to bottom.

4. Save, test and publish

  1. Click Save in the top-right corner. A red dot on the button means there are unsaved changes.
  2. Click Test Workflow, pick your test contact and click Run Test.
  3. Check that the contact received the messages or got the expected changes.
  4. Switch the toggle from Draft to Publish and click Save again.
  5. From then on, the workflow runs automatically every time the trigger happens.

Tips

  • Testing on a contact isn't 100% accurate, especially if you reuse the same contact many times. After publishing, do a real test (for example, submit the form yourself).
  • Before publishing, review the workflow settings (sending hours, re-entry, stop on response).
  • If the system won't let you publish, it lists the steps with errors: click Review issues and fix each one. You can save with errors, but you can't publish.

Common problems

  • Publishing gives an error → A trigger or action has empty required fields (for example, an email with no subject or a text with no message). Click Review issues, open each flagged step and complete it.
  • I published but the workflow doesn't fire → Make sure you saved after publishing and that the trigger filters match the real case (right form, right calendar). Test with a new contact.
  • The test ran but I didn't get the text or email → Check that the test contact has a phone/email filled in and doesn't have Do Not Disturb turned on. Look at the result in Execution Logs.
  • My changes disappeared → You didn't save before leaving. Watch for the red dot on the Save button and always save before closing.

Frequently asked questions

Can I have more than one trigger?

Yes. Click Add New Trigger again. The contact enters when any one of them happens.

Do changes affect contacts already in the workflow?

Yes, for steps they haven't reached yet: when they get there, they use the new version.

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