Build a workflow as a draft, test the exact route with controlled data, and activate it only after the trigger, audience, timing, and delivery content are ready.
Start the workflow
From Automations, start a blank workflow or use an available draft starting point. Give it a name that describes the event and outcome, such as New lead follow-up rather than Automation 3.
The builder separates the workflow into three parts:
- Trigger and filters.
- Sequence actions.
- Review run.
Choose the trigger and enrollment
Select the event that should start the workflow. Available triggers depend on the feature area and can use structured client-work events and statuses.
Enrollment controls whether the same record can enter repeatedly. When the builder shows Run once per record, the workflow prevents duplicate runs for that record. Confirm that behavior matches the process before activation.
Add filters
Filters decide which triggered records qualify. Use the smallest set that clearly represents the audience.
Review a filter when a status, category, task board, client type, priority, location, or other structured value changes. A renamed or retired value can stop the intended records from qualifying.
Configure sequence actions
Available follow-up actions include structured Inbox email, SMS, and internal notification steps. Additional steps can be added to form a sequence, with a wait between steps when the follow-up should not happen immediately.
For every step, verify:
- The channel and recipient.
- The subject or message content.
- Variables rendered from the triggering record.
- Step-specific filters.
- The wait before the next step.
- The person responsible when the action needs review.
Keep a workflow in Draft while any of those details are uncertain.
Save and run a test
Save the workflow before testing. Use Test run from the run ledger to review the route with controlled data.
Test runs are simulated and identified separately from live executions. Their status language describes what the workflow would do. Use the result to confirm trigger qualification, route, rendered content, wait steps, and exit behavior without treating it as proof that a real client received a message.
Review the test trace
Open the test run and inspect:
- The record used for enrollment.
- Trigger and filter evaluation.
- The sequence of steps.
- Rendered subject and message content.
- Any failed or skipped step.
- The final exit from the workflow.
Correct the draft and run another controlled test when the route is not what you expected.
Activate the workflow
Activate only after someone responsible for the process has reviewed the test. Activation allows qualifying live events to enter the workflow.
Changing an active workflow can affect future runs. Review enrollment, timing, audience, and client-facing copy again before saving a material change.
Monitor live runs
Use View runs or the run ledger to review live and test activity. Run status can distinguish delivered, failed, and pending work. Open a run for its route, timing, rendered content, and error detail.
Retry a failed action only after correcting the cause and confirming that a retry will not duplicate a message or record change.
Return to Automations for workflow planning and governance guidance.