Build your first workflow

This article shows how to make a workflow, add steps to it, and publish it.

The example workflow starts when a deal moves to a new stage. It sends an email to the contact. It waits three days. Then it creates a task.

Before you start

Make sure that you have the Administrator role or the FlyCRM Manager role. Other roles cannot open the Workflows page.

Step 1: Create the workflow

1. In the WordPress admin menu, click FlyCRM, then click Workflows.
2. Click Create Workflow.

FlyCRM makes a draft with the name Untitled workflow and opens the builder.

Step 2: Give the workflow a name

Click the name box at the top of the builder. Type a name that tells you what the workflow does. For example: Follow up after demo.

Step 3: Choose the trigger

1. Click the trigger card at the top of the canvas. The card shows When this happens.
2. In the panel on the right, click the Trigger event box.
3. Click the trigger that you want. The list is in groups: Contacts, Companies, Deals, Leads, Tasks, Other, and WooCommerce.
4. Click Apply.

If you choose a trigger that ends with "updated", you can also watch specific fields. The workflow then starts only when one of those fields changes. If you check no field, the workflow starts on any edit.

Step 4: Add a step

1. Click a round + button on the canvas. There is one + on each connection, and one at the end of each branch.
2. In the Add a step dialog, click the step that you want.

The new step goes into the position of the + that you clicked. The steps below it stay in place.

Step 5: Configure the step

1. Click the step card on the canvas. The inspector opens on the right.
2. Fill in the fields for that step.
3. Click Apply.

Apply puts your changes on the canvas. It does not save them to the server. Cancel discards the changes for that step.

A step with an amber border needs more information. Complete the step before you publish.

Step 6: Save the draft

Click Save. The top bar shows Unsaved changes while your work is not saved.

Step 7: Publish the workflow

1. Click Publish.
2. Read the dialog. If the workflow is complete, the dialog shows This workflow is ready to publish.
3. Click Publish.

The status badge changes to Live. New records that match the trigger now enroll automatically.

If the workflow is not complete, the dialog lists the problems. The Publish button stays off until you correct them. These are the usual messages:

• Choose a trigger before publishing.
• Add at least one step.
• Step 2 (Create task) needs Task title.
• Step 4 (Wait) needs a value above zero.
• Step 5 (If / else) needs at least one condition.

Delete a step

1. Click the step card.
2. In the inspector, click the trash icon.

The step below moves up into the free position.

CAUTION: If you delete an If / else step, FlyCRM also deletes the full No branch. There is no confirmation and there is no undo. Save your work before you delete a branching step.