Creating Workflows

Build a workflow in Guided Editor

Guided Editor keeps the V1 four-step flow: Trigger, Conditions, Actions, and Review.

1. Open Automations in the web office and choose New workflow, or

choose Use template from the template catalog. A new Guided workflow saves as its own workflow, so you can create and save it even when other workflows already exist.

1. In Trigger, name the draft and select one business event or **Manual

enrollment**. Each trigger carries a subject type so later conditions and actions resolve against the same lead, appointment, job, estimate, invoice, payment, plan, or other supported record. See Triggers for the event and subject mapping. If you change the trigger type while editing the draft, the editor replaces the old trigger configuration with the valid configuration shape for the new type. Incompatible fields are cleared instead of being submitted under the new event. Review the new subject and settings before saving; the active revision and its enrolled runs stay unchanged until activation.

1. In Conditions, add the fields that must match before enrollment. Choose

All when every condition must pass or Any when one match is enough. Use the field and operator choices shown by the editor; tag, numeric, and categorical values are validated before save.

1. In Actions, add steps from the complete 16-action catalog, configure

each card, and use the reorder, remove, and save controls to set the path. Every catalog card can be selected and edited in Guided Editor; its bounded values round-trip with the draft graph revision. Use Actions for the canonical names and field limits.

1. In Review, check the trigger, condition logic, action order, merge

fields, and business-hours settings. New workflow waits use minutes, hours, or days and keep those business-hours settings. Existing linear workflows retain their weeks, anchored waits, and team notifications.

1. Choose Preview or Test to inspect the rendered dry run. These

controls use sample data and do not call a provider or create an external side effect. For a straight workflow, Preview follows the workflow order. If sample data cannot run a step, it identifies that step with a clear warning instead of inventing a result.

1. Choose Save draft. When the revision is complete, choose Activate.

Guided draft saves work with Wait and Internal Note. Internal Notes stay in the conversation, while team notifications retain their configured recipients. If an incompatible change is made, the editor keeps the unsaved edits and shows a clear error.

Saved Guided workflows reopen with their Wait and Internal Note steps still visible.

The editor disables mutating controls when the teammate lacks Automations manage. A teammate with Automations view can inspect the draft and run history. Server authorization is repeated on every save, activation, pause, archive, preview, test, enrollment, cancel, and retry request.

Open the visual builder

On a desktop screen at least 1024px wide, choose Open Visual Builder from the workflow editor. The canvas uses the same draft and revision, so a save from either editor is subject to the same revision check. Use the Visual Builder guide for node placement, connections, branch handles, and canvas recovery.

The visual editor is intentionally desktop-only. A narrow browser returns to Guided Editor; the native mobile app does not gain Automations controls.

Revisions, activation, and retries

Saving produces an immutable draft revision. Activating publishes the exact revision that was reviewed and leaves already-enrolled runs pinned to their published revision. Editing an active workflow creates another draft; it does not silently change a running workflow. Pause stops new enrollments while retaining the saved definition and evidence.

The editor uses a compare-and-swap revision intent. If another teammate saves between your load and save or activation, the request returns a conflict while the editor keeps your current local draft. The conflict surface offers an explicit Reload latest action; only confirming that action replaces the local draft with the server revision. Closing the message or retrying a safe read leaves the unsaved local fields in place. Reloading is safe to repeat because the server accepts the same completed publication or save intent only once. A transient unknown result should be checked by reloading the current revision before a new mutation is submitted, rather than automatically submitting a second request.

Manual enrollment also checks the active revision, actor permission, organization and location scope, subject eligibility, and duplicate-run state. Repeating the same enrollment request keeps one queued enrollment.

Safe merge fields and test data

Only merge fields exposed for the selected action and subject are accepted. Missing or invalid values stop that action with a durable outcome instead of being guessed. Preview and Test render the same shape of action data without contacting providers, sending messages, making calls, posting webhooks, or writing customer-facing records.