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SellerCockpit

Workflows

Workflows allow you to automate repetitive tasks and ensure consistent processes across your sales team. Using a visual drag-and-drop builder, create automated workflows that trigger based on events and execute actions based on conditions.

Overview

Workflows offer:

  • Visual Builder: Drag-and-drop interface for creating workflows
  • Event Triggers: Automatic execution based on CRM events
  • Conditional Logic: Smart workflows that adapt based on data
  • Multiple Actions: Send emails, create tasks, update records, send notifications
  • Execution History: Track every workflow run with full audit log
  • Team Collaboration: Share workflows across your organization

Key Concepts

Triggers

Events that start a workflow:

  • Deal Stage Changed: When deal moves to new stage
  • New Contact Created: When contact added to CRM
  • Task Completed: When task marked as done
  • Activity Logged: When call, email, or meeting logged
  • Field Updated: When specific field changes

Conditions

Logic that determines if actions should run:

  • Deal Value: Greater than, less than, equals
  • Contact Properties: Job title, location, tags
  • Organization Type: Retailer, wholesaler, etc.
  • Date/Time: Days since created, before/after date
  • Custom Fields: Any custom field value

Actions

Operations performed when conditions are met:

  • Send Email: Using templates or custom content
  • Create Task: Assign follow-up actions
  • Update Record: Change field values automatically
  • Send Notification: Alert team members
  • Create Activity: Log note or event

Building Your First Workflow

Let’s create a simple workflow: “Assign follow-up task when deal reaches Qualified stage”

Step 1: Create New Workflow

  1. Navigate to Settings > Workflows
  2. Click New Workflow
  3. Enter workflow details:
    • Name: “Qualified Deal Follow-up”
    • Description: “Create follow-up task for qualified deals”
    • Status: Active
  4. Click Create

Step 2: Add Trigger

  1. Click Add Trigger button
  2. Select Deal Stage Changed
  3. Configure trigger:
    • New Stage: Qualified
    • Any deal: Yes (or filter by owner, value, etc.)
  4. Click Save Trigger

Step 3: Add Condition (Optional)

  1. Click Add Condition button
  2. Select Deal Value
  3. Configure condition:
    • Operator: Greater than
    • Value: $5,000
  4. This ensures workflow only runs for high-value deals
  5. Click Save Condition

Step 4: Add Action

  1. Click Add Action button
  2. Select Create Task
  3. Configure action:
    • Title: “Follow up on qualified deal”
    • Description: “Call {{contact.first_name}} to schedule demo”
    • Assign to: Deal owner
    • Due date: 2 days from now
    • Priority: High
  4. Click Save Action

Step 5: Test Workflow

  1. Click Test Workflow button
  2. Select a sample deal
  3. Run test
  4. Verify task was created correctly
  5. Check execution log

Step 6: Activate

  1. Toggle Status to Active
  2. Click Save Workflow
  3. Workflow is now live!

Workflow Builder Interface

Canvas Area

The main workspace where you build your workflow:

  • Trigger Block: Starting point (always first)
  • Condition Blocks: Diamond shapes (branch logic)
  • Action Blocks: Rectangular shapes (operations)
  • Connectors: Lines showing flow between blocks

Toolbar

  • Add Trigger: Define what starts the workflow
  • Add Condition: Add conditional logic
  • Add Action: Add operation to perform
  • Test: Run workflow with sample data
  • Save: Save changes
  • Activate/Deactivate: Turn workflow on/off

Properties Panel

Shows details for selected block:

  • Configuration options
  • Advanced settings
  • Execution logs (for deployed workflows)

Available Triggers

1. Deal Stage Changed

When: Deal moves from one stage to another

Configuration:

  • From Stage (optional): Specific source stage
  • To Stage (required): Target stage
  • Deal Owner (optional): Filter by owner
  • Deal Value (optional): Minimum/maximum value

Use Cases:

  • Create follow-up tasks at each stage
  • Send notifications to managers for high-value deals
  • Assign deals based on value or region

2. New Contact Created

When: New contact added to CRM

Configuration:

  • Source (optional): Manual, import, email, API
  • Has Email (optional): Only if email provided
  • Has Phone (optional): Only if phone provided
  • Organization (optional): Filter by company

Use Cases:

  • Send welcome email to new contacts
  • Assign contacts to sales reps based on territory
  • Create initial outreach task

3. Task Completed

When: Task marked as done

Configuration:

  • Task Type (optional): Call, email, demo, etc.
  • Assigned To (optional): Specific user
  • Priority (optional): High, medium, low
  • Related To (optional): Contact, deal, organization

Use Cases:

  • Create next task in sequence
  • Update deal stage after demo completed
  • Send notification when high-priority task done

4. Activity Logged

When: Call, email, meeting, or note logged

Configuration:

  • Activity Type (required): Call, email, meeting, note
  • Direction (optional): Inbound, outbound
  • Duration (optional): Minimum length for calls
  • Related To (optional): Filter by contact, deal, org

Use Cases:

  • Create follow-up task after calls
  • Alert manager when VIP contacted
  • Update contact status after interaction

5. Field Updated

When: Specific field value changes

Configuration:

  • Entity (required): Contact, deal, organization
  • Field (required): Which field changed
  • Old Value (optional): Previous value
  • New Value (optional): New value

Use Cases:

  • Notify team when deal value increases
  • Create task when contact changes job title
  • Alert when customer marked “at risk”

Available Conditions

Conditions filter when actions execute. Multiple conditions can use AND/OR logic.

Comparison Operators

For Numbers (deal value, custom numbers):

  • Equals
  • Not equals
  • Greater than
  • Greater than or equal
  • Less than
  • Less than or equal
  • Between

For Text (names, titles, descriptions):

  • Equals
  • Not equals
  • Contains
  • Does not contain
  • Starts with
  • Ends with
  • Is empty
  • Is not empty

For Dates (created date, close date):

  • Before
  • After
  • Between
  • Is today
  • Is this week
  • Is this month
  • Days ago (more than, less than)

For Lists (tags, categories):

  • Contains
  • Does not contain
  • Is empty
  • Is not empty

Condition Examples

High-value deals only:

Deal Value > $10,000

Contacts with specific job title:

Job Title contains "Manager" OR Job Title contains "Director"

Deals closing soon:

Expected Close Date is within 7 days

New contacts without phone:

Created Date is today AND Phone is empty

At-risk customers:

Stage equals "At Risk" AND Last Activity is more than 30 days ago

Available Actions

1. Send Email

Send automated emails using templates or custom content.

Configuration:

  • Recipient: Contact, deal owner, specific user, custom email
  • Template: Select from email templates
  • Subject: Subject line (supports variables)
  • Body: Email content (supports variables)
  • Attachments: Optional files to attach

Variables:

  • {{contact.first_name}}, {{contact.last_name}}
  • {{organization.name}}
  • {{deal.value}}, {{deal.stage}}
  • {{user.first_name}} (workflow executor)

Example: Send welcome email to new contacts

To: {{contact.email}}
Subject: Welcome to [Company]!
Body: Hi {{contact.first_name}}, thanks for your interest...

2. Create Task

Automatically create tasks for follow-ups.

Configuration:

  • Title: Task name (supports variables)
  • Description: Details (supports variables)
  • Assign To: User, deal owner, round-robin
  • Due Date: Specific date or relative (e.g., +2 days)
  • Priority: Low, medium, high
  • Related To: Contact, deal, organization

Example: Follow-up after demo

Title: Follow up on demo with {{contact.first_name}}
Assign To: Deal Owner
Due: +3 days
Priority: High

3. Update Record

Modify field values automatically.

Configuration:

  • Entity: Contact, deal, organization
  • Field: Which field to update
  • Value: New value (static or variable)
  • Append/Replace: For multi-value fields

Example: Update deal stage

Entity: Deal
Field: Stage
Value: Sample Sent

Example: Add tag to contact

Entity: Contact
Field: Tags
Value: Hot Lead
Mode: Append

4. Send Notification

Alert team members via email or in-app.

Configuration:

  • Recipient: Specific user(s), role, deal owner
  • Type: Email, in-app, both
  • Subject: Notification title
  • Message: Notification content (supports variables)
  • Priority: Normal, urgent

Example: Alert manager for big deals

To: Sales Manager
Subject: New high-value deal!
Message: {{user.first_name}} just moved a ${{deal.value}} deal to Qualified stage.

5. Create Activity

Log notes or events automatically.

Configuration:

  • Type: Note, call, email, meeting
  • Description: Activity details
  • Related To: Contact, deal, organization
  • Date: Now or specific date

Example: Log note when deal goes to “Lost”

Type: Note
Description: Deal lost to competitor. Reason: {{deal.lost_reason}}
Related To: Deal

Advanced Workflow Patterns

Chained Actions

Execute multiple actions in sequence:

Trigger: Deal stage → Qualified
├─ Action 1: Create demo task (due +2 days)
├─ Action 2: Send email to contact
└─ Action 3: Notify sales manager

Conditional Branching

Different actions based on conditions:

Trigger: New contact created
├─ If: Contact has email
│  └─ Action: Send welcome email
└─ Else: Contact has no email
   └─ Action: Create task to get email

Multi-Condition Logic

Combine multiple conditions:

Trigger: Deal stage → Sample Sent
Conditions:
├─ Deal value > $5,000 AND
├─ Organization type = "Retailer" AND
└─ Last activity < 7 days ago
Actions:
└─ Create high-priority follow-up task

Time-Based Delays (Coming Soon)

Wait before executing actions:

Trigger: New contact created
├─ Action: Send welcome email (immediate)
├─ Wait: 3 days
├─ Action: Send follow-up email
├─ Wait: 7 days
└─ Action: Create outreach task

Execution History

Track every workflow execution:

Viewing History

  1. Navigate to Settings > Workflows
  2. Click on any workflow
  3. Click Execution History tab
  4. See all runs with:
    • Trigger event details
    • Conditions evaluated (passed/failed)
    • Actions executed
    • Timestamps
    • Success/error status

Filtering History

Filter executions by:

  • Date range
  • Status (success, failed, skipped)
  • Triggered by (which event)
  • Related entity (specific deal, contact, etc.)

Debugging Failed Workflows

When workflow fails:

  1. Open execution log
  2. See which step failed
  3. Review error message
  4. Check entity data at time of execution
  5. Fix workflow configuration
  6. Test again

Workflow Templates

Start with pre-built templates for common scenarios:

Lead Management

Auto-Assign New Leads

  • Trigger: New contact created
  • Condition: Source = Website form
  • Action: Assign to sales rep (round-robin)

Nurture Cold Leads

  • Trigger: Contact inactive for 30 days
  • Condition: No open deals
  • Action: Send re-engagement email

Deal Management

Demo Follow-up Sequence

  • Trigger: Task “Schedule Demo” completed
  • Action 1: Send demo prep email
  • Action 2: Create post-demo follow-up task (+1 day)

Alert on Large Deals

  • Trigger: Deal stage changed to Qualified
  • Condition: Deal value > $25,000
  • Action: Notify sales director

Customer Success

At-Risk Customer Alert

  • Trigger: Deal stage → At Risk
  • Action 1: Create recovery task for account manager
  • Action 2: Notify customer success manager
  • Action 3: Send retention offer email

Win Celebration

  • Trigger: Deal stage → Active Customer
  • Action 1: Send thank you email to customer
  • Action 2: Notify team in Slack
  • Action 3: Create onboarding task

Activity Management

Call Logging Reminder

  • Trigger: Task “Call customer” completed
  • Action: Create task “Log call notes” (due in 15 min)

Meeting Prep

  • Trigger: Meeting scheduled (via calendar sync)
  • Condition: External attendee
  • Action: Send prep email with agenda 1 day before

Best Practices

Design Principles

Keep It Simple

  • Start with simple workflows (one trigger, one action)
  • Add complexity gradually as needed
  • Break complex processes into multiple workflows

Be Specific

  • Use narrow conditions to avoid unintended triggers
  • Test with sample data before activating
  • Document what each workflow does

Handle Errors

  • Add fallback actions for edge cases
  • Monitor execution history regularly
  • Set up notifications for failed workflows

Performance

Avoid Loops

  • Don’t create workflows that trigger each other infinitely
  • Example: Workflow A updates field → triggers Workflow B → updates field → triggers Workflow A
  • Use conditions to prevent recursive triggers

Batch When Possible

  • For bulk operations, consider time-based batching
  • Don’t create individual tasks for 100 contacts at once
  • Use summary notifications instead of one per event

Test Before Deploying

  • Always test workflows with sample data
  • Check execution logs in test mode
  • Verify emails, tasks, and updates before activating

Maintenance

Regular Review

  • Audit active workflows quarterly
  • Disable unused workflows
  • Update templates and conditions as needed
  • Check execution history for patterns

Version Control

  • Duplicate workflow before making major changes
  • Document workflow purpose in description
  • Track who created/modified each workflow

Team Collaboration

  • Name workflows clearly (avoid “Workflow 1”, “Test”)
  • Share workflow library across team
  • Standardize naming conventions
  • Train team on workflow usage

Troubleshooting

Workflow Not Triggering

Symptoms: Expected trigger occurs but workflow doesn’t run

Solutions:

  1. Check workflow is Active (not Draft)
  2. Verify trigger configuration matches event
  3. Review conditions - too restrictive?
  4. Check execution history for “Skipped” entries
  5. Test workflow manually with sample data

Actions Not Executing

Symptoms: Workflow triggers but actions don’t happen

Solutions:

  1. Check execution log for error messages
  2. Verify user has permissions for actions (create tasks, send emails)
  3. Ensure variables reference valid fields
  4. Check email templates exist and are active
  5. Verify entity still exists (not deleted)

Wrong Email Sent

Symptoms: Email sent to wrong recipient or wrong content

Solutions:

  1. Review email action configuration
  2. Check recipient field (using correct variable?)
  3. Test template with variables
  4. Verify contact has email address
  5. Check spam folder if email not received

Too Many Tasks Created

Symptoms: Workflow creating duplicate or excessive tasks

Solutions:

  1. Add condition to prevent duplicates (check if task already exists)
  2. Review trigger - firing more often than expected?
  3. Check for workflow loops (one triggering another)
  4. Add rate limiting (not yet available - contact support)
  5. Deactivate and redesign workflow

Keyboard Shortcuts

Build workflows faster:

  • Ctrl/Cmd + S - Save workflow
  • Ctrl/Cmd + T - Test workflow
  • Delete - Delete selected block
  • Ctrl/Cmd + D - Duplicate block
  • Ctrl/Cmd + Z - Undo
  • Ctrl/Cmd + Y - Redo

Pricing and Limits

Workflow Limits by Plan

Free Plan:

  • 3 active workflows
  • 100 executions per month
  • Basic triggers and actions only

Pro Plan:

  • 25 active workflows
  • 10,000 executions per month
  • All triggers and actions
  • Execution history (30 days)

Enterprise Plan:

  • Unlimited workflows
  • Unlimited executions
  • Execution history (1 year)
  • Advanced features (time delays, webhooks)
  • Priority support

Execution Counting

One execution = one workflow run from trigger to completion:

  • Multiple actions in one workflow = 1 execution
  • Same workflow triggered 10 times = 10 executions
  • Failed workflows count toward limit

FAQ

Can workflows trigger other workflows? Yes, but be careful of infinite loops. Use conditions to prevent recursion.

Can I schedule workflows to run at specific times? Time-based triggers are coming soon. Currently use task completion or field updates as proxies.

Can workflows integrate with external services? Not yet. Webhook actions are planned for Enterprise plan.

What happens to in-flight workflows if I deactivate? Already-running workflows complete. New triggers don’t start workflows.

Can I export/import workflows between companies? Enterprise plan includes workflow export/import for onboarding new teams.

Do workflows work retroactively? No, workflows only execute on events after activation. They don’t process historical data.

Next Steps

Need help? Contact support at support@sellercockpit.com