Workflows

A workflow is a rule: a trigger, an optional condition and a list of actions. It runs exactly as written, with no AI in the loop.

Create a workflow

1. Open Settings → Workflows and click Add workflow.
2. Name it, for example “Won deal → project + kickoff task”.
3. Choose the Trigger: Deal created, Deal stage changed, Task created, Task status changed, Milestone completed, Invoice finalized, Invoice overdue, Invoice settled, Payment recorded, Dunning notice sent, Supplier invoice approved or Supplier invoice marked paid.
4. Add a condition if the rule should apply only sometimes, for example a specific stage.
5. Add the actions in order: create a task, add a comment, move a deal, send an email, and so on.
6. Activate.

Rules that always hold

• Only actions from the workflow catalogue are allowed, checked when you save and again when the rule runs.
• A running workflow uses the definition as it was when it started; editing the rule does not change runs in flight.
• With Require human approval for workflow writes under Settings → AI, a workflow’s writes wait under Review for approval before they continue.
• Sending email is the one action with an effect outside the workspace; it may be delivered more than once in rare cases, so keep such rules idempotent on the receiving side.

Runs on the workflow shows every run with its outcome.