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Bulk actions

How to add many contacts to a workflow at once

Go to Contacts › Smart Lists, filter and select the contacts and click Trigger automation. Name the action, pick the workflow (it must be published) and the mode (all at once, scheduled or in batches), then click Add to Automation. Track it in Contacts › Bulk Actions.

Updated on

Before you start

  • The workflow must be published: only published workflows appear in the dropdown.
  • You need access to Contacts and Automation.
  • Decide who should enter: a tag, a field, an opportunity stage… or a smart list you already saved.
Where to find it

Contacts › Smart Lists › (select contacts) › Trigger automation

Step by step

Filter your contacts

  1. In the left menu, click Contacts and open Smart Lists.
  2. Click Advanced Filters, search for the field (for example Tags), choose the operator (for example Is) and the value (for example "follow-up").
  3. Add more conditions if needed (Add Nested Filter for AND, Add Filter for OR) and click Apply.
  4. Check that the list shows only the people who should enter the workflow.

Send them to the workflow

  1. Check the box next to each contact, or check the header box and Select all to grab the whole filtered list.
  2. In the action bar that appears at the top, click Trigger automation.
  3. In Action Name, type a name you will recognize later in the history (for example "October re-engagement").
  4. In Automation Type, choose Workflow.
  5. In Workflow, pick the destination workflow.
  6. In Mode, choose when contacts are enrolled:
    • Send All at Once: they enter immediately (the default).
    • Send at Scheduled Time: pick the date and time when everyone enters, in your account's time zone.
    • Send in Drip Mode: they enter in batches. Set the first batch's date and time, how many contacts per batch and the interval between batches (minutes, hours or days).
  7. Click Add to Automation. A confirmation shows how many contacts are being processed or scheduled.
  8. Click Check Progress to open the history, or Dismiss to go back to the list.

Track the result

  1. Go to Contacts › Bulk Actions.
  2. Find the action by name. You can see the operation (Workflow), the status (in progress, scheduled or complete), who launched it and the created and completed timestamps.
  3. Click the statistics icon for a breakdown of what was processed.
  4. Use the page filters (date range, status, action type, user) to find an older action.

Tips

  • Save your filter as a smart list: next time, just open the list, select all and trigger the automation.
  • Use drip mode on large lists so you don't fire hundreds of messages at the same moment.
  • You can filter by any contact field (email, city, source, created date, opportunity stage) and by custom fields, not just tags.

Common problems

  • The workflow isn't in the dropdown → It isn't published. Open it in Automation › Workflows, publish it and try again.
  • Too many contacts were enrolled → The filter was too broad, or you used "Add Filter" (OR) instead of "Add Nested Filter" (AND). Review the list before selecting all.
  • The action stays "scheduled" and doesn't start → In scheduled or drip mode, the start time hasn't arrived yet. Check the date in the Bulk Actions history.
  • I can't find the Trigger automation button → The action bar only appears after you check at least one contact.

Frequently asked questions

What's the difference between scheduled time and drip mode?

With a scheduled time, everyone enters the workflow at the same moment. In drip mode, contacts enter in batches with an interval between them, spreading communications over hours or days.

Can I repeat the same action with another group?

Yes. Open the smart list (or apply the filter), select the contacts and trigger the automation again. Each action is logged separately in the history.

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