Workflows Overview

A workflow is a series of actions performed when a specific event occurs. For example, when the lead has shown interest in your product, you will need to take some action such as sending them more info about your business or sending them a text message, etc. With the help of automation, you're creating the actions to be performed by the system when a specific event occurs. It helps you streamline your business process, saves you a ton of time, and helps you manage your business more efficiently.

To get started, navigate to the Automation section in your CRM, and Click on the Workflows tab.

Create Folder

To keep your workflows organized, start by creating folders. Click the Create Folder button, give your folder a name, and click Create. Your new folder will appear in the workflow list for easy access and organization.

Create Workflow

To begin a new workflow, click the +Create Workflow button. This initiates the workflow creation process, allowing you to set up automated actions.

All Workflows

The All Workflows section serves as your homepage within the Workflow area, showing all workflows created by you and your team. Here, you can view, edit, or create new workflows.

Advanced Filters

Use advanced filters to narrow down workflows based on specific criteria, making locating the ones you need easier without sifting through the entire list.

Copy Workflow History

Here you can access and copy past workflow histories for reference or re-use, ensuring consistency in actions that have worked for you in the past.

Sort By Recent or List

You can sort your workflow list by the most recent updates or in alphabetical order. The Recent option (clock icon) shows the latest updates at the top, while the List view organizes workflows by folders, followed alphabetically.

Search Bar

The search bar helps you quickly locate a specific workflow or folder. Type in keywords, and you'll find relevant workflows without the hassle of scrolling through long lists.

All Workflows List

The Name field identifies the workflow by name so you can find them easily.

The Status field shows if the workflow is in Draft or Published status.

Total Enrolled shows the total number of people who are enrolled in a particular workflow.

The Active Enrolled field indicates the total number of people who are currently actively enrolled in a particular workflow.

The Last Updated field shows the date of the last modification to the workflow.

Created On displays the original creation date of the workflow.

The Stats dropdown allows you to see detailed metrics about your workflows, including Delivered, Opened, Clicked, Replied, and Bounced.

Workflow Actions

The three dots Action menu gives you action items for your workflows including editing, opening the workflow in a new tab, moving to a folder, duplicating, and deleting.

Edit Workflow: Access your workflow editor by clicking this option.
Rename Workflow: Quickly rename your workflow by selecting this button.
Open in New Tab: Click here to open the workflow in a new window tab.
Draft/ Publish Workflow: Switch a Published workflow back to Draft mode or vice versa.
Move to Folder: Click to move the workflow to a folder.
Duplicate Workflow: This button allows you to clone the workflow.
Copy To Sub-Account: Clicking on this option opens up a window where you can choose the Sub-account to want to add this workflow.
Delete Workflow: This button allows you to delete the workflow.

Folder Actions

Rename Folder allows you to change the name of a workflow folder. Just click the three dots next to the folder you wish to rename.
Move to Folder lets you relocate the folder within another folder.
Delete Folder permanently deletes the selected folder.
Manage Permissions defines the users who should have access to the workflows contained in the folder.

Needs Review

In this section, you will find workflows that have unresolved errors from the past 30 days.

Workflow Needs Review List

Workflow Name: This column identifies the names of your workflows with errors.
Last Occurred: Here, you can view the date and time when the error last occurred.
Action: After you have investigated the errors, mark them as "read" to indicate they have been reviewed.

Deleted

Within this section, you can view and restore workflows that have been deleted within the past 30 days.

Deleted Workflows List

Workflow Name shows the name assigned to the workflow before it was deleted.
The Deleted By field Identifies the user who deleted the workflow.
The Created On field displays the date the workflow was initially created.
The Deleted On field shows the date when the workflow was removed from the system.
The Action field offers the option to view details of the deleted workflow or restore it to its previous state.

Smart List

Use the Smart List feature to easily manage workflows that meet specific criteria and improve your organization.

By effectively utilizing workflows, you can automate repetitive tasks, maintain consistent communication with clients, and improve internal processes. Mastering workflows allows you to focus more on high-level strategic work, rather than getting slowed down by routine actions.