Workflows

A workflow is an automation you put together yourself: a chain of steps, stacked one under the other, where each step is one of the app's ready-made skills. Those skills can read and change contacts, activities, deals, mail and projects — so a workflow is how you get the app to do a piece of routine work for you instead of doing it by hand.

A workflow goes off in one of three ways: when you press Run, on a schedule — every hour, every weekday at 09:00, every Monday — or the moment a record changes, for instance when a deal moves to another stage. You build it on a canvas of cards, you can split it into two paths or repeat part of it for every item, and after every run a log tells you exactly what each step did.

Open the workflow manager with the chip icon in the left menu bar — its tooltip reads Workflowmanager.

Building a workflow

The workflow manager opens on the list of automations saved in this workspace. From there you start a new one, fill it with steps and save it.

How to use it

1. Click the chip icon in the left menu bar (tooltip Workflowmanager). The list of this workspace's workflows opens.
2. Click New workflow at the top right of the list. An empty workflow called New Workflow opens on the canvas, with a hint telling you to pick a skill and add it as the first step.
3. Add the steps you need — see Steps and Skills.
4. Give it a name in the Workflow name box in the side panel; the heading above the board follows what you type. Use Description for a few lines on what the automation is for.
5. Click the save icon at the bottom of the side panel. The workflow is stored for this workspace, the run log confirms the save, and the list refreshes with the current name.
6. To come back to it later, click its row in the list. Its steps open on the canvas and the side panel shows its name, schedule, trigger and run log.

Good to know: while you are working on a card the side panel shows that card's settings. The gear above the canvas deselects the card and brings the workflow's own settings back. The left arrow takes you to the list. A saved workflow can also be called from another workflow, or by the assistant.

Related features

Steps, Schedule, Triggers

Steps

The cards on the canvas, stacked in the order they run. The first card carries the banner Starts when, every later one Do this. Each card is one skill with its own boxes to fill in, and its short id sits in the corner.

How to use it

1. Click add step — the dashed button at the end of the flow — or the small + next to the arrow between two cards, then search the list and pick a skill. A new card appears at that exact spot and its settings open in the side panel. A step inserted inside a branch or a loop stays in that branch or loop.
2. Click a card to set it up. The panel shows one box per input the step needs — free text, a dropdown, a tick box or a longer text area, depending on the skill.
3. Give the card a title of your own in Card title if you want; it then reads on the card with the skill name underneath.
4. Use the If box to let the step run only when a named earlier step produced a certain outcome, and On error to decide whether the rest of the workflow keeps going when this step fails.
5. To take a step out of the run without deleting it, select the card and untick Active. The card is dimmed on the board and skipped every time the workflow runs, until you tick it again.
6. To delete a step, right-click the card and choose Remove step, or use Remove step at the bottom of the step's side panel.
7. Right-clicking a card also offers Copy and Move, and once something is picked up, Insert above / Insert below.
8. If you have panned away from the flow, the crosshair at the bottom right of the board snaps it back to the middle.

Good to know: removing a Check if / else card also removes everything sitting in its then and else columns, so nothing is left dangling. And a card whose skill is not available in this workspace shows Unknown where the skill name should be.

Related features

Conditions, branches and loops, Skills

Skills

Skills are the building blocks a step is made of. The catalogue lists all of them, grouped by category, and tells you for each one what it does and which inputs it takes.

How to use it

1. On an empty workflow canvas, click the round +. The catalogue opens.
2. Pick a category in the left column — All shows every skill — or type into Filter skills.... The counter beside the box shows how many of the total are left.
3. Select a skill to read its name, category and what it does. Under Parameters you see every input it takes; a star marks the required ones.
4. Click Add to workflow. The skill is appended as the last step of the open workflow and the canvas comes back with the new card on it.

Good to know: saved workflows join the catalogue themselves, so one automation can call another. If a filter matches nothing the list stays empty and the counter sits at 0 — clear the box or pick All to get everything back. Marketplace is a placeholder for installing extra skills later; pressing it only writes a "coming soon" line into the run log.

Related features

Steps

Conditions, branches and loops

Ways of shaping the flow so that it does not simply run straight from top to bottom: a path that only runs when something is true, a part that repeats once per item, or an early end.

How to use it

1. Add a Check if / else step the same way as any other step.
2. Build its condition in the side panel, one row at a time — a value, a comparison and what to compare it with — joining several rows with And or Or.
3. Two columns open under the card, labelled then and else, each with its own add step button. Steps you add into a column only run on that side. An empty column still shows, so both paths stay visible, and a Check if / else placed inside a column splits again.
4. Add a For each card to repeat work: everything indented behind its for rail runs once per item, up to the End loop card.
5. Add a Stop card where the run should end early.
6. For a single step you do not need a branch at all — its own If box already lets it run only when an earlier step came out a certain way.

Related features

Steps

Schedule

Gives the automation a clock instead of a button press, and decides where it runs.

How to use it

1. With the workflow open, tick Enabled in the Schedule section of the side panel.
2. Type a schedule expression — such as 0 8 * * * — or take one from Presets: every hour, daily at 08:00, weekdays at 09:00, every Monday 09:00, or monthly on the 1st at 08:00.
3. The line underneath names the next run date and time. A schedule it cannot read is called out as an invalid expression, and an empty box means No schedule — manual run only.
4. Choose where it runs in the dropdown beside the schedule tick: Client (this app, while open) or Server (24/7 backend).
5. Save the workflow.

Good to know: the two targets are not interchangeable. Client keeps the workflow inside the desktop app: it can reach your full local mail, but it only runs while the app is open — and the hint line says so. Server runs it around the clock without you, but it cannot see full mail text and cannot use steps that need the open app. When the workflow contains such steps, a warning names them and offers the Client target instead.

Related features

Triggers, Running and the run log

Triggers

Lets a change to a record set the workflow off, instead of a clock. The record that set it off is handed to the steps, so the workflow can work on exactly the contact or activity that just changed.

How to use it

1. With the workflow open, tick Run when a record changes in the side panel.
2. Choose which kind of record is watched: Contact or Activity. For an activity, a second dropdown narrows it to one category — deals, tasks, notes, appointments, calls or mails — or leaves it at Any category.
3. Choose the change that sets the workflow off: …is created, …is updated, …has a field changed or …moves to another stage.
4. For …has a field changed, pick the field to watch from the dropdown. It lists the record's fields including this workspace's own custom fields, and you can type into it. Leaving it empty is called out with "Pick the field to watch from the list".
5. Use the optional From value and To value boxes to narrow a field or stage trigger to one specific change — for example only when a deal moves into a certain stage.
6. Tick Only once per record if the workflow writes back to the record it was started by; it then fires at most once for any given record and cannot set itself off again.
7. Save the workflow. It now runs whenever such a change is saved.

Good to know: ticking Run when a record changes switches the target to Server by itself, because only the backend watches saves — arming a trigger while the target is still Client is called out with "Triggers only run on the server". The hint line underneath says in one sentence exactly when this workflow will run, or why it will not, and lists the placeholders your steps can use to reach the record that set it off.

Related features

Schedule, Running and the run log

Running and the run log

Run tries the workflow immediately, without waiting for its schedule or its trigger — which is how you check that it does what you meant before you let it loose. The run log below is the record of what happened.

How to use it

1. With a workflow that has at least one step open, click Run in the side panel. The rest of the app is covered over while it works.
2. Each step appears in the run log as it starts and turns into a green tick, a red cross or a grey dash when it is done, with the time it took. The run closes with Done or Done with errors.
3. Click a row in the log to unfold it. It shows what that step produced, or the reason it failed, or a note that it was skipped because a preceding condition was not met.
4. To let a saved workflow handle everything again, click Reset. Its memory of the items it has already dealt with is cleared, the log says how many entries were removed, and the next run treats every item as new — as if the workflow had never run. Without a saved workflow the log tells you to save it first.

Good to know: a workflow built around a record change is tried against the most recent matching record, and the log names which one it used; if there is none, it says the record placeholders will be empty. Pressing Run on a workflow with no steps writes "Workflow has no steps." instead. Save, delete and reset messages land in the same log, and anything that goes wrong is written as a line beginning with ERROR.

Related features

Schedule, Triggers

Saved workflows

The list you land on in the workflow manager: every automation kept for this workspace, one per row.

How to use it

1. Click a workflow's row to open it on the canvas.
2. Rows of workflows that have an active schedule are highlighted, so you can see at a glance which ones are running on their own.
3. To make a variant without touching the original, click the copy icon — two stacked sheets — at the right end of the row. An exact copy is saved and appears in the list with (copy) added to the name, or (copy 2), (copy 3) when copies already exist.
4. To remove an automation for good, open it and click the bin icon at the bottom of the side panel. The list refreshes without it and the editor falls back to a fresh, empty workflow.

Good to know: each workspace has its own set of workflows — switching workspace swaps the list. A workspace with no saved workflows shows an empty list, and New workflow starts the first one. Under the Workflows entry in the left rail, a status line says how many skills and plugins are loaded.

Related features

Building a workflow, Schedule

Letting the assistant write a workflow

Instead of assembling the cards yourself, you can describe the automation to the AI assistant in plain language and let it build the thing.

How to use it

1. Open the AI assistant chat and describe the automation: when it should run, what it should look at and what it should do.
2. The assistant puts the steps together from the skills that actually exist, saves the workflow, and it appears in the workflow list right away.
3. Open it like any other workflow. It is a normal workflow afterwards — you can change every step, its schedule and its trigger.

Good to know: asking for a change to the workflow you already have open updates that same workflow, and the canvas refreshes in place.

Related features

Building a workflow, Steps