Onboarding: Create a Workflow

Overview

A workflow automates a routine action so it happens without you — for example, sending a thank-you email automatically whenever a deal is marked won, or creating a follow-up task when a new lead comes in.

Why it exists

Small, repetitive tasks add up. This step exists to hand off the ones that follow a predictable pattern, so your time goes to the work that actually needs a person.

Benefits

• Built from simple trigger → action pairs — no coding required.
• Draws on the same CRM, Communications, and AI features already set up elsewhere in OnePilot.
• Can be paused or edited any time without losing its history.

Step-by-step guide

1. Go to Automation → Workflows and click Create Workflow.
2. Choose a trigger — an event like "new contact created" or "deal marked won."
3. Add one or more actions — send an email, create a task, notify a team member.
4. Test the workflow with a sample event before turning it on.
5. Turn it on and monitor its activity log for the first few runs.

Tips

• Start with one simple, high-value workflow (like a new-lead follow-up task) before building more complex multi-step ones.
• Use the activity log to confirm a workflow is firing as expected before trusting it fully.

Best Practices

• Review workflow activity periodically, especially after changing anything upstream (like a form or pipeline stage) it depends on.

Common Mistakes

• Building a complex workflow before testing a simple one. Start small; it's much easier to debug one trigger-action pair than a long chain.
• Forgetting to turn the workflow on after creating it. New workflows are saved in a paused state by default until reviewed.

Troubleshooting

If a workflow isn't firing, check its activity log first — most issues are a trigger condition that isn't quite matching real events, not a platform issue.

Frequently Asked Questions

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