Understanding Workflows

What Are Workflows?

Workflows are automated sequences of actions that begin with a specific event. For example, when a lead submits a form, a workflow can automatically send a confirmation email and an SMS. Workflows help you manage leads, automate follow-ups, send communications, and streamline operations across your business.

Workflow Triggers

Triggers define when a workflow begins. Examples of triggers include:

• Form submitted
• Appointment booked
• Payment received

Workflow Actions

Actions are the steps that occur after a trigger fires. Examples of actions include:

• Send email or SMS
• Create or update contact
• Assign tasks or opportunities

Tasks Worth Automating

Automate repetitive tasks such as:

• Lead nurturing campaigns
• Appointment scheduling
• Follow-ups and reminders
• Customer onboarding
• Feedback collection
• CRM updates

How to Create a Workflow

Workflows are created in three main steps:

1. Choose a Trigger: Select the event that starts the workflow. Click Add New Trigger and choose from available triggers.
2. Add Trigger Filters (Optional): Filters refine when the workflow should trigger. For example, only trigger for incoming calls or a specific phone number.
3. Add Workflow Actions: Actions define what happens after the trigger. Click Add Action and select the action you want.

Workflow Recipes: Pre-Built Templates

Pre-built templates help you get started quickly. You can:

• Use ready-made workflows
• Customize them for your needs
• Save time building from scratch

Workflows Landing Page (Updated Experience)

The Workflows landing page has been redesigned to make it easier to get started. You now have three clear options:

• Build using AI: Describe your workflow and let AI generate it.
• Browse Templates: Choose from pre-built workflows.
• Create Workflow: Start from scratch.

Types of Advanced Workflows

Advanced workflows include:

• IF/Else Conditions: Split contacts into different paths based on conditions.
• Chaining Multiple Workflows: Connect multiple workflows to automate full pipelines and customer journeys.
• Webhooks: Allow communication with external systems to automate workflows across platforms.

Troubleshooting

If your workflow is not working:

• Test with a fresh contact
• Check trigger filters
• Verify Allow Reentry settings
• Run a live test instead of test mode

Frequently Asked Questions

Q: What is the difference between a trigger and an action?
A trigger starts the workflow when a specific event occurs, while actions are the steps that run after the trigger is activated.

Q: Can I use multiple triggers in one workflow?
Yes. You can add multiple triggers to a workflow, allowing contacts to enter from different sources.

Q: Are workflow filters required?
No, filters are optional. However, they are recommended to ensure workflows only run under specific conditions.

Q: Can I edit a workflow after creating it?
Yes. You can update triggers, filters, and actions at any time.

Q: Will workflows run automatically once created?
Yes, as long as the workflow is published and the trigger conditions are met.

Q: What happens if a workflow is not working correctly?
Check your trigger conditions, filters, and workflow settings. Testing with a fresh contact is also recommended.

Q: Can I use AI to create workflows?
Yes. The updated Workflows landing page allows you to describe your workflow and generate it using AI.

Keep learning with SimplySync

Use these SimplySync resources when you want the next step.

• Search the SimplySync Q&A
• Continue in the Automations training section
• Browse more SimplySync guides