Workflow - Event Automation Example: Sales call follow-up task
1. Click "Add Workflow"
Click “Add workflow”
Enter the name of the workflow so you can identify it later. E.g. “Call back in 2 days”
Select the type of task to run (Email, SMS, Task Note) – “Create task”
Press “Add Workflow”
2. Choose The Record Type
Select “Survey” from the dropdown list.
3. Configure Trigger
The trigger is the change in status for that record that should cause the workflow automation to run. These vary by record type. To create a lead nurture flow you can select:
- Contacted status change
- Select your chosen contacted status(es) that should create the task
4. Configure Conditions
Key Conditions (this sets when and for which leads the workflow runs)
- Trigger Age: Immediate
- Job types – select which job types this workflow should run for (select all or select 1 job type to send a much more tailored and high-converting email later)
Conditions you can ignore for this example:
- Lead source
- Only send if job is cancelled
- Reference
To understand what each condition controls, see our full guide here.
Important: Press Save Workflow before moving on to edit your Action. If editing and saving changes to your action before saving your workflow settings, the workflow settings will not be saved and will need to be re-entered
6. Configure Action
There are 4 types of action you can take once you have records that match your trigger and conditions. We’ll focus on emails for this example:
Create task
Task Title: Set the title of the task so users know what you want them to do for this task e.g. Call back in 2 days
Task Description: This can provide further details about the task requirements
Status: Choose the standard status (usually set as “New” ahead of the user starting it)
Assigned to:
- Choose a fixed user
- Choose “Assigned user” to set the task for the assigned user on a survey/project (if noone is assigned to the survey record, a task will be created but not assigned to anyone)
Timeline:
- Set the number of hours or days from the task creation time that the date should be set e.g. 2 days
- Set the task length e.g. 15 mins
- Set a number of days after the task start date the reminder should be
- Set no value for no reminder
- Set “0” for the reminder to be the task date
- Set “1”, “2”, etc for the number of days after the task date to have a reminder
Remind at: the same settings as above
Duplicate the workflow and repeat!
You can easily set tasks to start at different times depending on the ‘contacted’ status you’ve selected. For example, if you have set up a ‘contacted’ status of “Not ready – call in 7 days” you can then set this as your trigger and your task action to create a task in 7 days.
To quickly, create a new task, go to the Workflows table, click the 3 vertical dots next to your workflow and press Duplicate.
The workflow will be a copy, and you can simply edit your trigger and email template!