Workflows & Automation

Workflows are structured automations. Use them when a repeatable trigger should run a predictable set of actions.

What A Workflow Usually Contains

A workflow typically has:

• a trigger
• optional conditions
• one or more actions
• an owner or review path
• a way to test before rollout

Typical Triggers

Common workflow triggers include:

• a contact update
• a campaign event
• a scheduled time
• a form submission
• a channel or project milestone
• a manual admin action

Common Actions

Actions can include:

• creating or updating records
• sending work to an agent
• drafting or sending communication
• creating tasks
• notifying a channel
• moving data between connected systems

Use approvals for actions that contact customers, publish content, change billing-sensitive data, or update external systems.

When To Use Workflows Instead Of Agents Alone

Use a workflow when the process is repeatable and should run the same way each time.

Use an agent directly when the task needs judgment, research, writing, or flexible reasoning.

Use both when a workflow should trigger an agent and then route the result to a teammate for review.

Rollout Pattern

1. write the workflow goal in plain language
2. define the exact trigger
3. add the minimum actions needed
4. connect only required integrations
5. test on internal records or a safe channel
6. inspect the result
7. turn on production behavior only after review

Plan Notes

Workflow builder access and advanced workflow behavior are Pro-level features. Confirm access in Settings > Billing before building a critical process around a workflow.

Pairing Workflows With Other Features

• pair with Contacts for lifecycle operations
• pair with Channels for team review
• pair with AI Agents for drafting and research
• pair with Email Campaigns or SMS Campaigns for outbound programs
• pair with Heartbeats when you need scheduled monitoring