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This guide walks you through creating a workflow from scratch using the visual workflow builder.

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Before you start

Consider what you want to automate:
  • What triggers the workflow? — An event, schedule, or manual button press
  • What should happen? — Tasks, emails, notifications, tags, etc.
  • Who is affected? — Which clients, prospects, or records

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Create a new workflow

1

Open workflows

Navigate to Automations in the sidebar.
2

Click new workflow

Click + New workflow.
3

Name your workflow

Enter a descriptive name that explains what it does (e.g., “New client welcome”).
4

Enter the builder

You are now in the visual workflow builder.

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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

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Add a trigger

Every workflow starts with a trigger. Click 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:
  • Record created
  • Attribute updated
  • Tag added
  • Prospect promoted
  • Email received
  • Meeting scheduled / completed / reminder
  • Recording finished
  • Date reminder
  • Recurring schedule
  • Magic button
3

Configure the trigger

Set trigger-specific options (e.g., which tag, which record type, which schedule).

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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
  • Send SMS
  • Add note
  • Add/remove tag
  • Add to sequence
  • Start project
  • Create opportunity
  • Branch, loop, or wait
  • AI actions (draft email, research, categorize, filter)
3

Configure the action

Set action-specific options in the properties panel.
4

Repeat

Add more actions as needed.

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Connect actions

Actions connect in sequence: 
Trigger -> Action 1 -> Action 2 -> Action 3
Each action executes after the previous one completes.

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Use variables

Actions can reference data from the trigger and earlier actions:

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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. Variables are replaced with actual values when the workflow runs.

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Add conditions (branching)

Use branches to take different paths based on conditions:
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 set of actions.
4

Set a default path

Every branch has a default path that runs if no conditions match.
Example: If tier = A, create an urgent task. Otherwise, create a standard task.

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Test your workflow

Before activating, test the workflow:
1

Save without publishing

Save the workflow without clicking Publish.
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.

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Activate the workflow

1

Review configuration

Ensure trigger and actions are configured correctly.
2

Click publish

Click Publish to activate the workflow.
3

Verify

The workflow is now live and will execute when triggered.

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Example: New client welcome

Build a workflow that runs when a prospect is promoted to client:
1

Create workflow

Name it “New client welcome”.
2

Set trigger

Choose the Prospect promoted trigger.
3

Add create task action

  • Title: “Schedule onboarding meeting with ”
  • Due: 2 days from now
4

Add send email action

  • To: Head of household email
  • Subject: “Welcome to our firm”
  • Body: Use a welcome email template
5

Add tag action

  • Tag: “Onboarding in progress”
6

Publish

Activate the workflow.
Now when any prospect is promoted, these actions run automatically.

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Best practices

  • Start with fewer actions — Begin with 2-3 actions, then add complexity later
  • Test before publishing — Verify the workflow on a test record before going live
  • Use clear names — Name workflows by what they do (e.g., “Birthday reminder” not “Workflow 3”)
  • Monitor runs — Check runs periodically for failures
  • Iterate — Improve workflows based on results

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Next steps

Triggers

All available trigger types

Actions

All available action types

Conditions

Add logic to workflows

Troubleshooting

Debug workflow issues