CategoryGetting Started
Article typeDocumentation
Estimated reading time 8 min read
Last reviewedRecently reviewed
Applies toGEVADE CRM accounts where the feature is enabled
Access requiredAccess may depend on your user permissions
Plan/configuration noteFeature availability may depend on your selected plan and account configuration
Summary
Your first automation should solve an immediate, simple problem, such as sending an automatic welcome email when a lead fills out a form or confirming an appointment booking.
Who this article is for
This article is for marketing managers, operations staff, and CRM administrators learning to use the Workflow builder.
Overview
The Workflow builder is arguably the most powerful feature within GEVADE CRM, capable of executing complex, multi-branch logic to automate your entire business, where available in your account. However, its power can be overwhelming for new users. The key to mastering automations is to start small. Attempting to build a massive, 50-step marketing funnel on your first day often leads to logical errors and frustration. By choosing a simple, high-impact automation for your first project, you will learn the mechanics of triggers, actions, and conditions in a sign, controlled manner. This foundational knowledge will empower you to build increasingly sophisticated workflows as you grow more comfortable with the platform.
Before you begin
- Identify a repetitive, manual task that takes up your team's time.
- Ensure the task has a clear starting event (the trigger) and a clear outcome (the action).
- Draft the content (e.g., the email or SMS text) before building the workflow.
- Keep the initial workflow to 3 steps or fewer.
Step 1: Identify a High-Impact, Low-Risk Task
Look for simple administrative tasks that happen frequently. Excellent candidates for a first automation include: sending a 'Thank You' email immediately after someone submits a contact form, sending an SMS confirmation when an appointment is booked, or notifying your sales team via internal notification when a new lead enters the system.
Step 2: Define the Trigger
Every workflow starts with a Trigger—the event that sets the automation in motion. If your goal is to respond to a form submission, your trigger will be 'Form Submitted', and you will specify exactly which form should activate the workflow. Be as specific as possible with your trigger filters.
Step 3: Add the Actions
Once the trigger is set, add your actions. If you are sending an email, add the 'Send Email' action. Fill in the From Name, From Email, Subject Line, and the body of the message. Use Custom Values (like {{contact.first_name}}) to personalize the message automatically.
Step 4: Test and Publish
Never assume an automation works perfectly on the first try. Use the 'Test Workflow' feature to send the automation to your own contact record. Test this before going live. Verify that the email arrives, the personalization works, and the timing is correct. Once verified, toggle the workflow from 'Draft' to 'Publish'.
Configuration note
Workflows process contacts sequentially. If you build a workflow with a 'Wait' step (e.g., wait 2 days), the contact will pause at that step and resume automatically when the time elapses.
Important clarification
Forgetting to toggle the workflow from 'Draft' to 'Publish'. A workflow in Draft mode will never trigger, regardless of how perfectly it is built.
Resolution guidance
My workflow didn't trigger. What happened?
Check the 'Enrollment History' tab within the workflow. It will show you exactly which contacts entered the workflow and if they failed at a specific step. Ensure your trigger filters are not too restrictive.
Need account-specific help?
If your question requires account access, billing review, workflow inspection, message delivery diagnosis, AI response review, or private configuration review, submit a support request with examples and screenshots.
