Build your first workflow
A workflow is a follow-up that runs by itself. Something happens, such as a new lead or a sent quote, and the workflow does the next thing for you. Workflows are part of the Business plan, and owners and managers can use them.
Before you start
- The emails you want to use, made under Marketing, Emails.
- Your own email connected.
1. Start from a recipe
- Open Workflows in the menu, then Recipes.
- Press Use this recipe on one that fits, for example a quote follow-up.
- It is added as a draft, so nothing is sent yet.
2. Check each step
Open every step and check the wording and the email it uses. A step can wait a few days (only during working hours if you like), check something with an if / else, send one of your emails, add a task or follow-up, tag a lead, move it to another stage, tell someone on your team, or remind you to call or WhatsApp.
3. Test with a sample
Press Test with a sample. It shows what would happen. Nothing is sent.
4. Switch it on
Press Switch on. A workflow only reacts to things that happen after you switch it on, so your existing overdue invoices are not suddenly emailed.
5. Watch it work
The Run history tab shows every person who went through the workflow and what happened at each step. You can stop any run that is waiting.
What keeps it safe
- Each lead, quote, invoice or client goes through a workflow once.
- People who unsubscribed are never emailed, and neither is anyone with no email address.
- There is a daily limit on workflow emails, and a workflow that suddenly starts far too many runs pauses itself.
Build your own
Press New workflow, choose what starts it, then use + Add a step to build it step by step. A workflow can stop by itself, for example when the quote is accepted.