Flows

Overview

Flows (also called Workflows) let you automate repetitive tasks by defining actions that run when specific events occur. Send emails when records are created, update fields when conditions are met, or run reports on a schedule—all without writing code.

Creating a Flow

1. Navigate to Flows in the sidebar
2. Click Create Flow
3. Enter a name and optional description
4. Select a trigger
5. Add actions
6. Enable the flow

Triggers

Triggers define when a flow runs. Each flow has exactly one trigger.

Record Events

Run when records change:

Record triggers can be scoped to a specific object or apply to all objects.

Activity Events

Run when activities are created:

Schedule

Run on a recurring schedule:

Manual

Run only when explicitly triggered by a user or API call.

Actions

Actions are the steps your flow executes. Add multiple actions that run in sequence.

Send Email

Send an email notification:

• To: Recipient email address (can use record data)
• Subject: Email subject line
• Body: Email content (supports variables)

Create Activity

Create a note, meeting, or task:

• Type: Note, Meeting, or Task
• Title: Activity title
• Description: Activity details
• Linked Record: Associate with the triggering record

Update Record

Modify field values on a record:

• Record: The triggering record or a related record
• Fields: Which attributes to update
• Values: New values for each field

Delay

Pause execution before continuing:

• Duration: How long to wait
• Unit: Minutes, hours, or days

Conditional

Branch based on conditions:

• Condition: Expression to evaluate
• If True: Actions to run when condition is met
• If False: Actions to run when condition is not met

Run Report

Execute a saved report:

• Report: Which report to run
• Store Results: Save execution to report history

Building Flows

Adding Actions

1. Click the + button in the flow editor
2. Select an action type
3. Configure the action's inputs
4. Repeat to add more actions

Using Variables

Actions can reference data from the trigger:

• {{record.name}} - The record's name attribute
• {{record.email}} - The record's email attribute
• {{trigger.type}} - The event that triggered the flow

Conditional Logic

Use conditional actions to create branching logic:

IF record.status equals "High Priority"
  THEN Send Email to support team
  ELSE Create Activity note

Managing Flows

Enable/Disable

Toggle flows on or off without deleting them:

1. Open the flow
2. Use the Enabled toggle
3. Disabled flows won't run but preserve their configuration

Manual Execution

Test or run flows on demand:

1. Open the flow
2. Click Run or Trigger
3. View results in execution history

Execution History

Track when flows run and their results:

• Status: Completed, Failed, Running
• Started At: When execution began
• Completed At: When execution finished
• Error: Details if the flow failed

Click on any execution to see step-by-step details.

Example Flows

Welcome Email

Send an email when a new contact is added:

• Trigger: Record Created (People object)
• Actions:
  1. Send Email to {{record.email}} with welcome message

High-Value Deal Alert

Notify the team about large deals:

• Trigger: Record Created (Deals object)
• Actions:
  1. Conditional: If amount > 10000
  2. Send Email to sales-team@company.com
  3. Create Activity note on the deal

Daily Report

Run a report every morning:

• Trigger: Schedule (Daily at 9:00 AM)
• Actions:
  1. Run Report "Daily Pipeline Summary"
  2. Send Email with report link to manager

Follow-up Reminder

Create a task after initial contact:

• Trigger: Activity Created (Meeting type)
• Actions:
  1. Delay 3 days
  2. Create Activity task "Follow up on meeting"

Best Practices

• Start simple - Begin with one action and add complexity as needed
• Test thoroughly - Use manual execution to verify flow behavior
• Use descriptive names - Make it clear what each flow does
• Monitor executions - Check history regularly for failures
• Disable unused flows - Turn off flows you're not actively using