Every workflow has one page: the flow in the middle, its trigger and filters at the top, and each step below it in order.

The flow

The Flow tab lays the workflow out automatically, top to bottom: the trigger, then its filters, then every step in order. Hover a connector between two steps to add a step there, or edit or remove the wait on it; the last step ends in a stub you can click to add one more.

Each step is a small card with an icon, a category (Trigger, Message, Task, Lead, Flow, AI, or Filter), and its name, such as Send email or Assign to teammate. Click a step to open its editor beside the flow.

At the top left, a status tag shows Draft, Active, or Paused, next to a chip such as "3 to fix" that lists what's blocking activation under Fix these to activate — things like "Choose a trigger to start this workflow.", "Add at least one step.", or "Write the message." Clear every item before you can activate.

Trigger and filters

Every workflow needs a trigger — the event that starts it, such as New lead or Payment overdue. Choose one from the trigger list, grouped by area and searchable. Every trigger's settings, and how often it can run for the same record, are in Workflow triggers.

Add filters under Only continue if. Choose a Field, how to Compare it, and a Value — for example, is any of, is none of, contains, is greater than. A run that doesn't match a filter is skipped and never reaches your steps.

Numbers in a value, such as an amount or a number of days, are read in your language: in German, "1.000" is one thousand and "2,5" is two and a half, while in English "1,000" is one thousand. A number is shown back to you the same way. If what you type isn't a number, it's kept as you typed it and the box says "Enter a number, like 12 or 2.5." The same goes for the rules in Check a condition and Stop the workflow.

Adding, moving, and removing steps

Use Add a step to insert one, grouped as Messages, Tasks and people, Flow, and AI — plus Wait and Stop if…. A step's own menu (Step actions) lets you Move up, Move down, Duplicate, or Delete it; deleting shows an Undo toast for a moment afterward.

Waits

Add Wait before this step to hold before a step runs. There are two kinds:

Wait for a time — Immediately, or a custom amount of minutes, hours, days, or weeks.
Wait until a date — the step runs at a date on the record, plus or minus a time you set (Before or after). The dates on offer depend on the trigger: Due date (invoices), Appointment start and Appointment end, Task due date, Next follow-up, Send date (proposals) and Expiry date (contracts). If the date changes, the step moves with it. If it has already passed, the step runs right after the one before it. If the record has no date, the step also runs right after the one before it, and the run says so. A date with no time of day, such as a due date, counts as midnight at the start of that day in your workspace's time zone. Wait until a date isn't available in a workflow with an AI decision, or on a trigger with no date on its record.

Every step has to run within 365 days of the trigger in total, counting every wait before it. A wait over that shows as a blocking item under Fix these to activate.

Only send during business hours

Send email and Send text message steps have Only send during business hours. When a send falls outside your workspace's business hours, it's held until the next opening, and later steps count from that time. Set the hours in Inbox settings. If none are set, the option shows Set business hours and has no effect until you do. If no hours open in the next 14 days, the step sends at its own time, and the run says so. A workflow with an AI decision sends at any time, so turn it off there.

Check a condition

Check a condition splits the flow on the record itself, with no AI and no Tokens. Choose Check, add conditions, and choose All conditions match or Any condition matches. Runs that match go down Yes; the rest go down No. Steps on Then run for every record.

A workflow can have Check a condition or an AI decision, not both. A check with no conditions blocks activation with "Add a condition." To take a check out, choose Remove the check, then keep its steps on Then (Keep) or delete them with it (Remove them).

Step types

Send email — an email to the lead, the client, the assigned teammate, or someone else you add.
Send text message — a text, to the same kind of recipients. Only text people who've agreed to get texts from you.
Reply to sender — replies on the same channel and in the same conversation as the incoming message that triggered the workflow. Only in workflows with an AI decision.
Create task — adds a task to a board, with its own title, description, priority, due date, and assignee.
Create reminder — adds a reminder for later.
Notify teammates — an in-app and push notification to all teammates or the ones you choose.
Assign to teammate — hands a new lead to one person or rotates it between several. See Route leads to teammates by their answers.
Stop the workflow — ends the run when a condition you set is met, so nothing after it runs.

Steps that change clients, leads, invoices, proposals and contracts, and the full list of each step's settings and permissions, are in Workflow actions. For a Yes/No AI decision step, see AI decisions.

Test before activating

Choose Test to open Test this workflow. Pick Sample record, or Choose a record to test on a real client, lead, invoice or other record of the trigger's kind. The test fills in what the trigger would have said, such as the stage a client moved to, from the workflow's own trigger settings. If this trigger has no records to choose from, or you can't see them, the test uses a sample one.

A test run never sends a real email or text, creates a real task, or notifies anyone — it shows you what the workflow would do. If the workflow has an unpublished draft, Test runs the draft. An AI decision step is tested with a preview instead, since it can't run without a real trigger.

Publish, and change it later

Choose Activate once the readiness chip is clear. Activating lets matching live events start the workflow, and it checks the workflow the same way Publish does.

An active workflow isn't edited live. Your changes are saved as a draft, marked Draft · not live, and the live workflow keeps running as it is. Choose Publish to put the draft live: new runs use it from then on, and the workflow moves to the next version. A dialog lists the steps that change. Discard deletes the draft and keeps the live workflow. If Publish finds a problem, such as a deleted stage, it tells you what to fix. If the draft matches the live workflow, it says there's nothing to publish.

Each publish is a numbered version, shown as Version 3 in Settings, with who published it and when. Revert to version 2 in Settings swaps the previous version back: the current one stops running and the previous one runs again from the next trigger. A run that used an older version says so at the top of the run. A workflow published for the first time can Revert to the version before publishing.

A paused workflow isn't locked, so edits to it save straight to the workflow. A workflow edited that way shows Edited outside Publish: it runs with the permissions of whoever changed it last, and the next Publish makes it a numbered version again.

Versions are for workflows without an AI decision. An AI workflow goes live when its owner saves it, and has no Publish, Discard or Revert.

If you edit in two places

Open the same workflow in two tabs, or while a teammate has it open, and each save is merged into the other step by step, so changes to different steps both stay. If a change can't be kept, the page tells you instead of losing it silently:

"This workflow was changed elsewhere (another tab or a teammate). Your change to “Email the lead” was dropped." The step you were editing was removed elsewhere along with its decision, so your edit to it has nowhere to go.
"This workflow was changed elsewhere (another tab or a teammate): a decision was added there first. Yours was removed." A workflow holds one decision (Check a condition or an AI decision), and the one saved first stays.

Run on records

A workflow normally starts on new events. To run an active workflow on records that already exist, choose Run on records…. Pick Everyone matching this workflow's filters or Choose records, then Check. You see how many will run, and how many already ran and will be skipped for a once-per-record workflow. Confirm with Run on 120 clients.

At most 500 records run each time. If more match, the first 500 run, oldest first, and the dialog says so. Run it again to reach the rest.
If more than 5,000 records need checking, narrow the workflow's filters or choose records yourself.
Recurring appointments run for their next occurrence.
If the records change before you confirm, check the count again.
You need permission to edit workflows, to see that kind of record, and for every step that changes records.

Keyboard shortcuts

On the Flow tab: ⌘S saves, ⌘↵ runs a test, Esc closes the open step panel, ↑/↓ move between steps, and ⌫ deletes the selected step (with an Undo toast).

Next steps

Workflow runs — see what a workflow actually did, and retry a failed step.
AI decisions — add a Yes/No branch.

Return to Workflows for the list, statuses, and how to start one.

Build a workflow