Automations
Building automations with the visual flow editor, triggers, actions, and run history
Automations let you design workflows in a visual editor that react to CRM events or run on a schedule. You pick a trigger, chain actions and conditions after it using drag-and-drop nodes, and once the automation is activated the flow runs automatically in the background.
Automations are being rolled out gradually behind a feature flag; if the menu item is not visible in your account, it may not be enabled yet.
Creating an automation
- On the Automation page, click Create; choose a name, description, and trigger type.
- Saving opens the flow editor. Drag nodes from the palette on the left onto the canvas and connect them via their connection handles.
- Clicking a node opens the configuration panel on the right; each node has its own settings.
- Use Save in the top toolbar, and the Run button to test.
The editor toolbar also provides undo/redo, zoom in/out, fit view, and a validation indicator. An automation is in one of four states: draft, active, paused, archived. From the card on the list page you can activate/pause, duplicate, or delete an automation.
Node types
Triggers (each flow must have exactly one):
| Node | When it fires |
|---|---|
| Manual Trigger | When you press the Run button |
| New Lead Added | When a new record is added to the CRM |
| Tag Changed | When a record's tag changes (a tag filter can be set) |
| Scheduled | On a recurring schedule via a cron expression |
| Webhook | On an incoming webhook call from an external system |
Data: Get CRM Records — pulls CRM records into the flow with filters, ordering, and a limit.
Actions: Send Email, Update CRM (update field / add task / update task status / assign user), Add to CRM, Add Task, Add Tag, Remove Tag, Send Notification (whole workspace or specific users), AI: Analyze Website, AI: Draft Email (with tone and language options).
Control: Wait/Delay (minutes/hours/days), If/Else condition (multiple rules with and/or logic), A/B Split (weight-based traffic split).
In node settings you can use variables such as {{lead.name}}, {{lead.email}}, {{lead.company}}, {{trigger.data}}, {{ai.website_analysis}}, and {{ai.drafted_email}} to insert flow data into text.
Validation rules
The validation indicator in the toolbar lists errors and warnings:
- The flow must have exactly one trigger (error if missing or more than one).
- The Send Email node requires a Reply-To address (error).
- Nodes without any connections and unconfigured nodes produce warnings.
- An If/Else node should have both its True and False branches connected (warning).
Running and run history
- The Run button starts the flow manually; event-based automations fire on their own when the event occurs while the automation is active.
- Open the Run History panel from the card on the list page. The last 50 runs are listed with status (pending, running, completed, failed, cancelled), start/end times, and any error message.
- In flows containing a Wait node, the run stays suspended until the wait duration elapses and then resumes where it left off.
Mini scenarios
Scenario 1 — Automatic welcome for new leads: A marketer wants every new CRM record to receive an automatic introduction email. They create an automation with the "New Lead Added" trigger, attach a "Send Email" node whose subject and body use the {{lead.name}} variable, fill in the reply-to address, save, and activate the automation. Every new lead now receives a welcome email automatically.
Scenario 2 — AI-assisted website analysis and a personalized draft: A sales team wants a personalized email draft prepared for records tagged "hot-lead". They set the "Tag Changed" trigger with "hot-lead" as the tag filter, then chain "AI: Analyze Website" and "AI: Draft Email" nodes, and finish with a "Send Notification" node that alerts the team. They monitor each run's outcome in the run history.