Automation Workflows
Workflows let you automate repetitive tasks in SalesOS. Define a trigger (what starts the workflow), optional conditions (when it should run), and actions (what happens).How Workflows Work
A workflow consists of three parts:- Trigger — An event that starts the workflow (e.g., deal moves to a stage)
- Conditions — Optional filters that must be true for the workflow to proceed
- Actions — What happens when the trigger fires and conditions are met
Creating a Workflow
Add conditions (optional)
Add filters to narrow when the workflow runs. For example: “Only if deal value is greater than $10,000.”
Trigger Types
| Trigger | Fires When |
|---|---|
| Deal stage changed | A deal moves from one stage to another |
| Deal created | A new deal is added to the pipeline |
| Deal value changed | The monetary value of a deal is updated |
| Deal owner changed | A deal is reassigned to a different rep |
| Lead created | A new lead is added |
| Lead status changed | A lead’s status changes (e.g., New to Qualified) |
| Lead converted | A lead is converted to a deal |
| Task due | A task reaches its due date |
| Task overdue | A task passes its due date without completion |
| Field updated | A specific field value changes |
Condition Types
Conditions let you control when a workflow should actually execute:- Field equals / not equals — Check a specific field value
- Field contains — Check if a text field contains a substring
- Field greater than / less than — Numeric comparisons
- Field is empty / is not empty — Check if a field has a value
- Owner is — Check the assigned user
- Team is — Check the team membership
- Stage is — Check the current pipeline stage
Action Types
Update Field
Update Field
Automatically set a field value. Examples: set priority to “High” when deal value exceeds $50K, or update a status field when a stage changes.
Move Stage
Move Stage
Automatically move a deal to a different pipeline stage. Example: move to “Closed Lost” if a deal has been in “Proposal” for 30+ days with no activity.
Assign Owner
Assign Owner
Change the deal or lead owner. Example: reassign leads from a departing rep to a round-robin pool.
Send Notification
Send Notification
Send an in-app or email notification to a specific user, the deal owner, the team leader, or a custom recipient. Example: notify the manager when a deal over $100K is created.
Create Task
Create Task
Automatically create a task assigned to the deal or lead owner. Example: create a “Send follow-up email” task 3 days after a deal enters “Proposal” stage.
Send Webhook
Send Webhook
Send an HTTP POST request to an external URL with the event data. Example: notify your ERP system when a deal is closed.
Add Tag
Add Tag
Apply a tag to the deal or lead. Example: add “High Value” tag when deal value exceeds $50K.
Send Chat Message
Send Chat Message
Post a message to a chat channel. Example: post to #wins when a deal is closed as won.
Workflow Examples
Auto-Notify Manager on Big Deals
- Trigger: Deal created
- Condition: Deal value > $50,000
- Actions:
- Send notification to team leader: “New high-value deal: worth ”
- Add tag: “High Value”
- Set priority to “High”
Follow-Up Reminder
- Trigger: Deal stage changed to “Proposal”
- Condition: None
- Actions:
- Create task: “Follow up on proposal” due in 3 days, assigned to deal owner
Stale Deal Alert
- Trigger: Field updated (last_activity_date)
- Condition: Days since last activity > 14 AND stage is not “Closed Won” or “Closed Lost”
- Actions:
- Send notification to deal owner: “Deal has had no activity for 14 days”
- Send notification to team leader
Workflow Log
Every workflow execution is logged. Go to Admin > Workflows > Log to see:- When each workflow ran
- What triggered it
- Whether it succeeded or failed
- What actions were executed
- Any error messages