Automate a follow-up with a workflow

A workflow is a simple promise: when this happens, do that. A new lead fills in your form, wait ten minutes, send a welcome email, and if they have not replied in two days, text them. Once published it runs every time, for every contact.

Steps

1. 1

   Open Workflows

   On: /workflows

   Open the Ops hub and choose Workflows, then press New workflow.

   You should see: Three ways to start: Start from a template, Describe it — AI builds it and Start blank.

2. 2

   Start from a template

   On: /workflows

   For a first workflow choose Start from a template. The templates are proven recipes such as a welcome series, lead follow-up and review requests. Install one.

   You should see: The workflow opens on the canvas with its steps in place.

3. 3

   Or describe it

   On: /workflows

   With Describe it — AI builds it, write one sentence in plain language, for example "When a form is submitted, wait one day, then email the lead our price list". The copilot drafts a workflow for you to review before anything goes live.

   You should see: A draft workflow you can check step by step.

4. 4

   Read the canvas

   On: Workflow canvas

   The canvas reads from top to bottom. The first card is the Trigger, the event that starts the workflow. Under it come the steps: send an email or SMS, wait for days, hours or minutes, check a Condition and split into a yes path and a no path, ask the AI to decide or write something, or pause for a person's approval.

   You should see: You can read the workflow from the trigger to the last step.

5. 5

   Add and edit steps

   On: Workflow canvas

   Select a step and pick a new one from the list on the left; it is added straight after. Click a step to fill in its details on the right. Field chips insert live values, such as the contact's name, into a message.

   You should see: A step with a warning badge is missing something; click it to see what.

6. 6

   Publish

   On: Workflow canvas

   Publish the workflow. Until then it is a Draft and does nothing.

   You should see: The workflow shows Published in the list.

Tips

• Test with your own contact first: trigger the workflow yourself and watch the run history.
• A Disabled workflow keeps its design but does not run.
• Workflow emails send from a shared sender until you connect your own domain. See Get ready to send email.

Troubleshooting

"Only the workspace owner can create workflows"

Ask the workspace owner to create it. You can still read it afterwards.

"No draft version to publish."

Save the workflow first, then publish.

The workflow is published but nothing happens.

Check that it is enabled in its settings and that the trigger matches what you did. Use Test to run it safely.