Workflow Automation Examples in CrmLeaf
All editions. Requires the Workflow Automation add-on, with the actions each example uses switched on for your account.
Availability: All editions. Requires the Workflow Automation add-on, with the actions each example uses switched on for your account.
Overview
Five worked rules you can build as written or adapt. Each shows the When, If and Then parts, and what to expect.
How It Works
Build each in the rule builder (see How to Build an Automation Rule from Scratch), test it with Test Run, then switch it on.
Prerequisites
- The add-on, the relevant record types, and the actions each example uses, switched on for your account.
Common Scenarios
Example 1: tell the team the moment an urgent ticket arrives. When Ticket is created. If matching conditions: Priority is equal to Urgent. Then Send a notification to everyone with the Admin role, with the message Ticket {{ ticket_number }} was raised as urgent: {{ subject }}. An urgent ticket rings the admins' bell with the ticket number and subject filled in; a ticket with Low priority is recorded as Did not match and notifies nobody.
Example 2: hand over a won deal. When Deal is updated. If
Pipeline stage changed to Win. Then two actions: notify whoever created the deal, and create a task
Handover for {{ name }} due in 3 days. It fires once, when the deal moves to Win; editing the deal's note
later does not re-run it. If you have several pipelines, "Win" can exist in each, so pick the stage from the right
pipeline.
Example 3: never forget to follow up a new lead. When Lead is
created. If Every record of this type. Then Create a task Call {{ client_name }} within 2
days, due in 2 days, assigned to whoever the lead is assigned to. Every new lead gets its task. A lead added
with no owner still gets the task, but nobody is assigned, so pair this with Example 4.
Example 4: give every unowned lead to someone. When Lead is created. If Lead owner is empty. Then Assign to a user. The Route unassigned leads template is this rule.
Example 5: send new clients to another system. When Client is
created. If Every record of this type. Then Call a webhook, POST to your endpoint, with an
Authorization header and the fields you want to send. Start from the Send every new client to
another system template and paste in the address. Check the first few runs on Activity for Webhook
returned an error.
Expected Result
Each rule fires on the matching record and its actions appear on the Activity tab.
Important Notes
- Menu names and their position can differ between product editions and can be customised for your account, so your sidebar may not match these paths exactly. Use Search or your Quick Access items if you cannot find a screen.
- Field names and stages depend on your company's setup. Pick values from the dropdowns rather than typing them.
- Examples 3 and 4 act only on leads created after the rules are on, not on leads you already have.
Troubleshooting
| Issue | Possible Cause | Resolution |
|---|---|---|
| Example 2 never fires | The "Win" stage chosen belongs to a different pipeline | Pick the stage from the pipeline your deals use. |
| Example 3 creates tasks with nobody assigned | The lead has no owner | Add Example 4 so unowned leads are assigned. |
| Example 5 shows Webhook returned an error | The receiving system rejected the call | Check its address, method and the Authorization header. |
Frequently Asked Questions
Can I express "either this or that" in a rule?
Not in one rule, because conditions are combined with AND. Write one rule per alternative.
Will Example 2 fire again on every later edit of the deal?
No. It fires when the pipeline stage changes to Win.
Related Articles
Our support team answers on business days. Reference WFA-09 so we can jump straight in.