Workflows

Create a workflow

Open Workflows in the sidebar. New workspaces don't pin it: click More at the bottom of the sidebar and find Workflows under Workspace. Then click Create workflow. Until your first workflow exists, the page opens straight on the start screen, which offers three ways in:

• Describe it: write what should happen and click the send arrow. The AI assistant builds the steps in a draft and asks in the chat if something is unclear. Ideas such as Lead follow-up and All ideas fill in a ready-made description.
• Use a template: browse the templates under the box. Narrow them with Filters (category, app or trigger) or Search, click Preview to see the steps, and Use template to copy one into a new workflow.
• Create from scratch: pick what starts the workflow, then add the steps yourself.

Choose what starts it

The trigger is the first card on the canvas. Click it, and pick what starts the workflow:

• A record changes: pick the Record, such as an account, opportunity, task, quote or a custom object, and When, for example Created, Updated, Stage changed or Deleted.
• A message arrives: an email from a contact, or a Telegram or WhatsApp message.
• On a schedule: every 5, 10, 15 or 30 minutes, hourly, daily, weekly or monthly, in the time zone you pick. Use a custom schedule takes a cron expression instead; runs must be at least 5 minutes apart.
• When I run it: the workflow starts only when you run it yourself.
• From my website: someone sends one of your forms, or a website visitor is recognized.
• Another app calls: the workflow gets its own web address under Address to call. Another app starts it by sending a POST request with JSON there, and the steps can use that data.

For a record trigger, Only when… narrows it down. Click Add condition and use the same filters as on a list, for example Priority is High. Under Advanced you can add rules on the change itself, such as which field was edited.

Add steps

Click + under a card to add a step, or between two cards to insert one. The step picker groups the steps:

• Records: Create record, Update record (including moving a deal to another stage), Delete record, Find record and Find records.
• AI: AI action, where you say in words what AI should do, plus ready-made steps: Classify text, Classify record, Summarize record, Summarize text, Translate text, Detect sentiment, Extract fields and Draft email.
• Conditions: If / otherwise (two paths), Several paths, and Filter, which carries on only when its rules match.
• Delays: Wait for a time, or Wait until a date and time, such as a task's due date.
• Workspace: Ask for approval pauses the run until a teammate approves or rejects it.
• Advanced: Run code, Combine paths, Repeat for each item, and Ask AI, an AI step that can use actions as tools.

All actions opens the full list, from lists, sequences, quotes and samples to calculations, round robin, running another workflow, Google Sheets and Salesforce.

Click a card to set it up in the panel on the right. Insert data puts a value from the trigger or an earlier step into a field, and Test step runs only that step. Under If this step fails, a step can try again up to 5 times, then stop the workflow, carry on, or follow an If it fails path.

Send messages and use other apps

• Notify record owner: an in-app notification to whoever owns the record, such as an opportunity's sales owner or a task's assignees.
• Communicate: a message by email, in the app, in Slack, Telegram or WhatsApp.
• Send email to contact: an email from your connected mailbox, from a template or in your own words.
• Send SMS: a text to a contact from the workspace's phone number (see Calls).
• Send report to chat: sends a saved report's table to Telegram, Slack or WhatsApp.
• Google Sheets: add a row, find rows, or update a row in a spreadsheet you pick.
• Salesforce: create, update or read a record, or find records with a SOQL query (up to 2,000).
• HTTP Request: sends a request to another app's web address. It needs the Professional plan or higher.

Test and turn it on

1. Fix anything in the list of issues. Until there are none, you can't test the workflow or turn it on.
2. Click Test run. It runs your latest edits now, without waiting for the trigger. For a record trigger, pick the record to test with.
3. Read the warning in the dialog: it lists the steps that really run, such as a message that is really sent. Then click Run test, and each card shows its result on the canvas.
4. Click Turn on. The status changes from Off to On.

Edits save as you go. Once a workflow is on, new edits don't change what runs until you click Publish changes, and Discard changes in the ⋮ menu goes back to the published version. Turn off stops new runs.

The canvas shows an estimate of runs per week and credits per run. Each AI step uses 30 AI credits every time it runs; the other steps use none.

Check run history

Click History in the builder for one workflow's runs, or All runs on the Workflows page for every workflow. Filter by status: Completed, Failed, Running, Waiting for approval and more.

Open a run to see each step in order, with what went in and what came out. A failed step says why in plain words and offers a fix, such as connecting an app. Retry runs it again from the failed step or from the start, and Stop ends a run that is still going.

On the Workflows page, the Runs column sums up recent results, such as "Failing". Use the … menu on a row to Rename, Duplicate or Delete a workflow.

Related resources

To send data into a workflow from another app, or call one from a workflow, see Webhooks, workflows & MCP.

Connect the mailboxes, chat apps and Google account your steps use on Apps & integrations.

AI steps use your weekly AI credits, explained in Workspace settings.