CategoryGetting Started
Article typeDocumentation
Estimated reading time 7 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
Prepare for your first automation by mapping the logic on paper, defining clear triggers, writing your message copy in advance, and understanding how contacts move through workflow steps.
Who this article is for
This article is for marketers, operations managers, and anyone looking to leverage the Workflow builder.
Overview
Automation is the engine that drives efficiency in GEVADE CRM. It allows you to scale your operations by having the system handle repetitive tasks—like sending follow-up emails, updating pipeline stages, and assigning tasks to team members—without human intervention, where available in your account. However, building an automation directly in the software without a plan is a recipe for confusion. Preparing your first automation requires stepping away from the keyboard and thinking logically about the process you want to create. By mapping out the sequence of events, defining the rules of engagement, and preparing your assets (like email templates) beforehand, you make the actual building process in the Workflow engine fast, accurate, and highly effective.
Before you begin
- Define the exact goal of the automation (e.g., 'Welcome new newsletter subscribers').
- Identify the specific trigger event.
- Write all email and SMS copy in a separate document first.
- Determine if there are any conditions or delays needed.
Step 1: Map the Logic Visually
Grab a piece of paper or use a digital flowchart tool. Draw a box for the starting event (the Trigger). Draw arrows to subsequent boxes representing the actions (e.g., Send Email, Wait 2 Days, Send SMS). Visualizing the flow helps you identify missing steps or logical flaws before you start building.
Step 2: Prepare Your Assets
If your automation involves sending communications, write the copy first. Draft your email subject lines, body text, and SMS messages in a document. Ensure you know which Custom Values (like {{contact.first_name}}) you will use to personalize the messages. Having this ready makes building the workflow a simple copy-paste exercise.
Step 3: Define the Rules
Determine the rules of engagement. Should this automation run only during business hours? Should a contact be removed from the workflow if they reply to an email? Defining these parameters beforehand ensures you configure the workflow settings correctly.
Step 4: Build, Test, and Publish
Once your plan is solid, open the Workflow builder and translate your flowchart into steps. Use the 'Test Workflow' button to run yourself through the sequence. Test this before going live. Verify the timing and the message formatting. Only when you are 100% satisfied should you toggle the workflow to 'Publish'.
Configuration note
Workflows execute exactly as instructed. If you tell the system to send 5 emails in 5 minutes, it will. Always double-check your 'Wait' steps to ensure appropriate pacing.
Important clarification
Creating infinite loops. Be very careful if you use a workflow to add a tag, and also have a workflow triggered by that same tag. This can cause the system to loop endlessly.
Resolution guidance
How do I stop an automation if the customer buys the product?
Use the 'Goal' feature within the workflow, or set up a separate workflow triggered by the purchase that uses the 'Remove from Workflow' action to pull them out of the nurturing sequence.
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.
