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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).

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How Workflows Work

A workflow consists of three parts:
  1. Trigger — An event that starts the workflow (e.g., deal moves to a stage)
  2. Conditions — Optional filters that must be true for the workflow to proceed
  3. Actions — What happens when the trigger fires and conditions are met

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Creating a Workflow

1

Go to Admin > Workflows

Open the Admin panel and click Workflows.
2

Click Create Workflow

Click + Create Workflow and give it a descriptive name.
3

Select a trigger

Choose what event starts this workflow (see trigger types below).
4

Add conditions (optional)

Add filters to narrow when the workflow runs. For example: “Only if deal value is greater than $10,000.”
5

Add actions

Define what happens when the workflow triggers. You can chain multiple actions.
6

Activate

Toggle the workflow to Active. It will start running immediately for new events.

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Trigger Types

TriggerFires When
Deal stage changedA deal moves from one stage to another
Deal createdA new deal is added to the pipeline
Deal value changedThe monetary value of a deal is updated
Deal owner changedA deal is reassigned to a different rep
Lead createdA new lead is added
Lead status changedA lead’s status changes (e.g., New to Qualified)
Lead convertedA lead is converted to a deal
Task dueA task reaches its due date
Task overdueA task passes its due date without completion
Field updatedA specific field value changes

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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
Combine multiple conditions with AND / OR logic.

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Action Types

Automatically set a field value. Examples: set priority to “High” when deal value exceeds $50K, or update a status field when a stage changes.
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.
Change the deal or lead owner. Example: reassign leads from a departing rep to a round-robin pool.
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.
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 an HTTP POST request to an external URL with the event data. Example: notify your ERP system when a deal is closed.
Apply a tag to the deal or lead. Example: add “High Value” tag when deal value exceeds $50K.
Post a message to a chat channel. Example: post to #wins when a deal is closed as won.

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Workflow Examples

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Auto-Notify Manager on Big Deals

  • Trigger: Deal created
  • Condition: Deal value > $50,000
  • Actions:
    1. Send notification to team leader: “New high-value deal: worth ”
    2. Add tag: “High Value”
    3. Set priority to “High”

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Follow-Up Reminder

  • Trigger: Deal stage changed to “Proposal”
  • Condition: None
  • Actions:
    1. Create task: “Follow up on proposal” due in 3 days, assigned to deal owner

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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:
    1. Send notification to deal owner: “Deal has had no activity for 14 days”
    2. Send notification to team leader
Start with a few simple workflows and expand over time. Too many workflows at once can create confusion. Monitor the workflow log to ensure they behave as expected.

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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
Review the workflow log regularly, especially after creating new workflows. Misconfigured workflows can cause unintended changes to your data.

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Enabling and Disabling Workflows

Toggle any workflow on or off from the workflow list. Disabled workflows do not run but their configuration is preserved.

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Next Steps

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