Before you start
Consider what you want to automate:- What triggers the workflow? — An event, schedule, or manual action
- What should happen? — Tasks, emails, notifications, etc.
- Who is affected? — Which clients, prospects, or records
Create a new workflow
1
Open Workflows
Navigate to Automations → Workflows in the sidebar.
2
Click New workflow
Click + New workflow in the top-right corner.
3
Name your workflow
Enter a descriptive name that explains what it does (e.g., “New client welcome sequence”).
4
Enter the builder
You’re now in the visual workflow builder.
The workflow builder
The builder has these areas:- Canvas — Where you build your workflow visually
- Trigger node — The starting point (what triggers the workflow)
- Action nodes — Steps that execute when triggered
- Properties panel — Configure the selected node
Add a trigger
Every workflow starts with a trigger. Click on the trigger node to configure it:1
Click the trigger
Select the trigger node on the canvas.
2
Choose trigger type
Select from available triggers:
- Tag added
- Household created
- Prospect promoted
- Magic button
- Recurring schedule
- And more
3
Configure the trigger
Set trigger-specific options (e.g., which tag, which schedule).
Add actions
Actions are the steps your workflow performs:1
Click the + button
Click + below the trigger (or any action).
2
Choose an action
Select from available actions:
- Create task
- Send email
- Add note
- Add to sequence
- And more
3
Configure the action
Set action-specific options in the properties panel.
4
Repeat
Add more actions as needed.
Connect actions
Actions connect in sequence:Use variables
Actions can reference data from the trigger and earlier actions:Common variables
| Variable | Description |
|---|---|
household.name | Household name |
person.first_name | Head of household first name |
person.email | Primary email address |
trigger.user.name | User who triggered the workflow |
Insert variables
1
Edit a text field
Click in a text field (like task title or email body).
2
Insert variable
Click the variable button or start typing a variable name.
3
Select variable
Choose from available variables.
Add conditions (branching)
Use branches to make decisions:1
Add a Branch action
Click + and select Branch.
2
Define conditions
Set conditions for each branch path.
3
Add actions to each path
Each branch can have its own actions.
Test your workflow
Before activating, test the workflow:1
Save draft
Click Save to save without activating.
2
Test manually
If using a magic button trigger, click the button on a test record.
3
Check the run
View the workflow run to see what happened.
4
Adjust as needed
Fix any issues and test again.
Activate the workflow
1
Review configuration
Ensure trigger and actions are configured correctly.
2
Click Publish
Click Publish to activate the workflow.
3
Confirm
The workflow is now live and will execute when triggered.
Example: New client welcome
Let’s build a workflow that runs when a prospect is promoted to client:1
Create workflow
Name it “New client welcome”.
2
Set trigger
Choose Prospect promoted trigger.
3
Add Create task action
- Title: “Schedule onboarding meeting with [household name]”
- Due: 2 days from now
- Assign to: Workflow trigger user
4
Add Send email action
- To: Head of household email
- Subject: “Welcome to [Your Firm]”
- Body: Use a welcome email template
5
Add Add tag action
- Tag: “Onboarding in progress”
6
Publish
Activate the workflow.
Save as draft
Save your work without activating:1
Click Save
Click Save (not Publish).
2
Continue later
Return to the workflow to continue editing.
Best practices
- Start simple — Begin with 2-3 actions, add complexity later
- Test thoroughly — Always test before publishing
- Clear naming — Name workflows by what they do
- Document — Add descriptions to explain the workflow’s purpose
- Monitor runs — Check runs periodically for failures
- Iterate — Improve workflows based on results