Workflows and Automation

Workflows let you automate repetitive tasks and ensure consistent processes in SalesKey. Instead of manually updating records or sending notifications every time something happens, you define rules once and SalesKey handles the rest.

Navigate to: Settings > Workflows

Admin or permitted users only: Creating workflows requires the appropriate permission.

How Workflows Work

A workflow consists of three components:

Trigger — The event that starts the workflow (e.g., "A new deal is created")
Conditions — Optional checks that must be true for the workflow to continue (e.g., "Deal value is greater than $10,000")
Actions — What happens when the workflow runs (e.g., "Send a notification to the sales manager")

Trigger Types

Workflows can be triggered by:

Creation events:

Deal created
Lead created
Person created
Organization created
Project created
Activity created
Email received

Update events:

Deal stage changed
Deal status changed
Lead status changed
Lead converted to deal
Person updated
Organization updated
Project phase changed

Time-based events:

On a specific date
X days before/after a date field (e.g., "3 days before expected close date")
Recurring schedule (daily, weekly, monthly)

Manual trigger:

Triggered by a user clicking a button on a record

Condition Types

Add conditions to filter when the workflow runs:

Field comparison — "Deal value > $5,000"
Status check — "Lead status is New"
Owner check — "Deal assignee is [user]"
Custom field check — Any custom field value comparison

You can combine multiple conditions with AND/OR logic.

If/Else branches: Create different paths for different conditions — e.g., if the deal is over $10k do one thing, otherwise do another.

Action Types

What the workflow can do:

Action	Description
Update Fields	Automatically update field values on the triggering record
Send Notification	Notify specific users or the record's assignee
Create Activity	Auto-create a call, task, meeting, or note
Assign to User	Automatically assign the record to a team member
Change Status	Update the record's status
Add Labels	Apply labels/tags to the record
Change Pipeline Stage	Move a deal to a specific stage
Create Related Record	Create a linked record (e.g., create a project when a deal is won)
Delay	Wait a specified amount of time before the next action
Send Webhook	Send data to an external system via HTTP request

Creating a Workflow

Go to Settings > Workflows.
Click + New Workflow.
Give the workflow a Name and optional description.
Select the Trigger (what starts the workflow).
(Optional) Add Conditions to filter when it runs.
Add one or more Actions.
Click Save.
Toggle the workflow to Active to enable it.

Using Workflow Templates

SalesKey may offer pre-built workflow templates:

In Settings > Workflows, click Browse Templates.
Select a template.
Review and customize the trigger, conditions, and actions.
Save and activate.

Templates give you a head start for common automation scenarios.

Enabling and Disabling Workflows

Active — The workflow is running and will fire when triggered.
Inactive — The workflow exists but will not run.

Toggle a workflow's status using the on/off switch in the Workflows list. This is useful for temporarily disabling a workflow without deleting it.

Viewing Workflow Execution History

To see when a workflow ran and what happened:

Open the workflow.
Go to the History or Execution Log tab.
See a list of all times the workflow fired, including:
- Date and time
- Which record triggered it
- Whether each action succeeded
- Error details if something went wrong

Common Workflow Examples

Auto-assign new leads by source:

Trigger: Lead created
Condition: Source channel = "Website"
Action: Assign to [specific user]

Notify manager when a big deal is created:

Trigger: Deal created
Condition: Value > $50,000
Action: Send notification to [Sales Manager]

Create a follow-up task after a call:

Trigger: Activity created
Condition: Activity type = "Call"
Action: Create task "Send follow-up email" due in 1 day

Move deal to Negotiation when proposal is accepted:

Trigger: Deal status changed
Condition: Status = "Proposal Accepted"
Action: Change pipeline stage to "Negotiation"

Create a project when a deal is won:

Trigger: Deal status changed
Condition: Status = "Won"
Action: Create Project linked to the deal

Tips for Effective Workflows

Start simple — Build and test one action at a time before adding complexity.
Use the execution history — If a workflow isn't behaving as expected, check the history log for errors.
Name workflows clearly — "Auto-assign website leads to John" is better than "Workflow 3".
Disable before editing — Turn off a workflow while making significant changes to avoid unintended triggers during editing.
Test with real data — Use the manual trigger to test a workflow against a real record before activating it fully.