Navigating the Workflow Builder

Introduction to the Workflow Builder

This guide provides a foundational tour of the CRM's Workflow Builder, helping you understand its layout and core functions. Whether you're creating your first automation or refining an existing one, this overview will help you navigate the tool effectively.

Understanding the Canvas

The builder features an expansive, scrollable canvas where you design your workflow. You can adjust your view using the zoom controls located in the bottom-left corner. A minimap in the bottom-right corner helps you navigate large workflows by showing your current position within the entire layout.

To move a step or trigger on the canvas, hover over it to reveal a drag handle. Click and hold this handle, then drag the item to a new location. A visual indicator will show you where it will be placed.

Switching Between Workflows

You can quickly jump to a different workflow without closing the builder. Open the workflow switcher from the left panel or by using a keyboard shortcut. From there, you can search for or browse to select another workflow to edit.

Adding a Trigger

Every workflow begins with a trigger, the event that starts the automation.

1. Click the Add New Trigger button.
2. Select a trigger from the list, such as 'Contact Added' or 'Form Submitted'.
3. Configure the trigger's specific settings to define when it should run.

You can use the search bar and category filters to find triggers more quickly. Remember, a workflow will activate whenever its trigger conditions are met.

Adding an Action

Actions are the tasks the CRM performs after a trigger fires.

1. Click the + button on a connection line within your workflow.
2. Choose an action from the list, like 'Send an Email' or 'Create a Task'.
3. Configure the action's details to define what should happen.

Use the search and categories to find actions. The builder supports standard actions as well as more advanced types like conditional logic, drip delays, and goal steps that allow contacts to jump ahead.

Working with Integration Actions

Some actions and triggers require a connection to an external service. When you add one of these steps, its configuration fields will be locked initially.

1. Click Connect your account within the step.
2. Complete the authorization process in the pop-up window.
3. Return to the workflow step, select the now-connected account from the dropdown (if applicable), and configure the unlocked fields.

If an integration supports multiple accounts, you can select which one to use for that specific step. If a connected account becomes invalid, the step will revert to a locked state until you reconnect or choose a different valid account.

Using Stats View

Stats View lets you monitor workflow performance directly inside the builder. Turn it on using the toggle in the top-left corner of an open workflow. You can then select individual triggers or actions to see relevant metrics.

For triggers, you can typically see data for:

• Attempted: The number of contacts evaluated by the trigger.
• Matched: The contacts that met the trigger conditions and entered the workflow.
• Unmatched: The contacts that did not meet the conditions.

Saving and Publishing

Your work is saved automatically as a draft. When you are ready to activate the workflow, use the Publish toggle. The CRM maintains a version history, allowing you to review or revert to previous iterations of your workflow if needed.

Testing and Best Practices

You can test a workflow before publishing it to ensure it behaves as expected. As a general practice, keep your workflows organized and give steps clear, descriptive names. This makes them easier to understand, manage, and troubleshoot later.