Set up automated workflows with Autoflow

If you find yourself repeating the same tasks, like changing the status label of your contacts every time you win a deal, then set up an Autoflow to remove it from your admin to-do list!

Autoflow allows you to automate repetitive tasks within your sales process in three simple steps:
  1. Identify a trigger - This is a situation that happens regularly. For example, a new contact is created in the system.
  2. Set an operation - This is a task that needs to follow the trigger. For example, each time you create a new contact, you send them an email with a call request.
  3. Activate autoflow - If you have set the above trigger and operation, each time a new contact is created, a pop-up will appear asking you if Autoflow should proceed with sending them an email.
You can set several triggers and operations depending on your sales process. But don’t worry, Autoflow will not make any changes without your confirmation and will not activate if you’re making updates in bulk. Check out more details below.

Max: unlimited Autoflows

Business: up to 30 Autoflows

Legacy and Professional: up to 15 Autoflows


In this article:

Create an Autoflow
Activate and disable an autoflow
Run an Autoflow

Create an Autoflow

💡 Only the Account Owner, Administrators, and users with permission can set up and edit Autoflows.


1
Go to More → Autoflow → + New Autoflow.

More option at the top and the Autoflow option from the dropdown have been highlighted with an orange box. On the Autoflow page the + New Autoflow button has also been highlighted with an orange box.

2
Under If, click Select trigger → choose trigger → select specification for trigger if required.

The list of triggers and their specifications you can select are:
  • Call added - Select Call result, if any.
  • Deal stage updated - Select Pipeline + from deal stage + to deal stage.
  • Deal created - Select Pipeline, if any.
  • Next Action completed
  • Sales cycle closed
  • Contact created
  • Contact status updated - Select Status label.
  • Tag added - Select from pre-existing tags.
  • Tag removed - Select from pre-existing tags.
  • Custom Field updated - Select Contact or Deal Custom Field.

💡 The Autoflow will not be triggered when a new contact is created from any Web forms or external automations, such as Zapier.

💡 The "Next Action completed" trigger will initiate the Autoflow once a Next Action has been completed for a contact.

💡 You can create 1 Autoflow for Contact Custom Fields and 1 Autoflow for Deal Custom Fields.


You have the option of selecting multiple triggers. Click + OR and choose the next trigger.

Under create a new Autoflow section the Select trigger dropdown is highlighted with an orange box, as well as the +OR option to the right of the Select trigger field.


3
Under Then, click Select operation → choose operation → Select specification for each operation.

The list of operations and their specifications you can select are:
  • Add contact note - Type note you wish to add
  • Remove tag - Select from pre-existing tags
  • Add tag - Select from pre-existing tags
  • Change contact owner - Select user
  • Change contact status - Select Status label
  • Show a pop-up - Type message + select users to be notified via email (optional).
  • Send email - Select email template
    • and choose to send it instantly or schedule it for later.
  • Insert Email sequence - Select an email sequence
  • Add Next Action - Type Next action or type and select Next Action from the Action Templates schedule using the dropdown.
  • Close sales cycle - Add closing comment (optional)

💡 Grouped Action Templates are not available for selection in the "Add Next Actions" operation.

💡 Only one Next Action can be scheduled with Autoflow. If there is one already assigned to the contact, it will be added as a scheduled action. 

💡 With the "Add Next Action" operation, you can skip weekends for scheduled Actions. See here to update preferences."

💡 Add a Next Action with time by typing it in the Next Action box (requires Smart Date & Time).

💡 You can select multiple email templates for an operation, but you cannot reuse the same template.

💡 Only one email sequence can be selected per Autoflow.


You have the option of selecting multiple operations. Click + AND and choose the next operation.

Under create a new Autoflow section the Select operation dropdown is highlighted with an orange box, as well as the +AND option to the right of the Select operation field.


4
Once you've selected your triggers and operations add  Autoflow name → toggle the Activate autoflow button → Save.

Under create a new Autoflow section the Add Autoflow name and Activate Autoflow section is highlighted with an orange box, as well as the Save button below.


💡 You can edit, clone, or delete your Autoflow under the Autoflow list.


Under the Autoflow list section, the pencil icon, clone icon and bin icon are highlighted for the Autoflow.


Enable/Disable an Autoflow

Jump up to Article's Overview ⮝
1
Go to More → Autoflow → scroll down to the Autoflow list section.

In OnePageCRM the More dropdown is expanded and the Autoflow option is highlighted.

2


  • Enable an Autoflow by toggling the Activate slider to green.

Under the Autoflow list section, the Activate slider is set to green.

  • Disable an Autoflow by toggling the Activate slider to grey.

Under the Autoflow list section, the Activate slider is set to grey.



When you complete a trigger activity in OnePageCRM, your Autoflow will start, and a pop-up will appear showing the updates about to take place.

The pop-up lists all pending updates (e.g., Change Status to Customer, Send Email). When ready, click Confirm to apply the updates.


💡 You can skip any operation using the Skip toggle.


Example: The Autoflow triggers when a new deal is added. Once confirmed, the contact’s Status Label will change to Customer, but no email will be sent as it has been skipped.  

The Autoflow pop up is displayed after it has been triggered. The Edit function at the top, the toggle for the operations and the Confirm button at the bottom are highlighted with an orange box.


💡 Users with edit permission can click Edit in the Autoflow pop-up to modify it before confirming; the operation won’t complete.

💡 If you delete a tag associated with an Autoflow, and you then activate this Autoflow, a new tag will be created.

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