What Are Workflows

Workflows are automated sequences of actions that run when a trigger condition is met. They handle repetitive tasks — sending reminders, updating client records, flagging stale data — so you can focus on client conversations instead of manual follow-up.

How Workflows Work

Every workflow has three parts:

1. Trigger

The event that starts the workflow. Triggers fire automatically when a condition is met — you do not need to manually initiate them.

Examples of triggers:

• A new client accepts your invitation
• A client's engagement score drops below a threshold
• A policy snapshot hasn't been updated in 90 days
• A pipeline deal moves to a new stage

2. Conditions (Optional)

Filters that narrow which clients the workflow applies to. A trigger might fire for every client, but conditions let you target specific segments.

Examples of conditions:

• Only clients on Builder Pro plans
• Only clients with active policy loans
• Only deals in the "Proposal" stage

3. Actions

What happens when the trigger fires and conditions are met.

Examples of actions:

• Create a reminder on the client's profile
• Send an internal notification to you or a team member
• Add a note to the client's record
• Move a pipeline deal to the next stage

What Workflows Are Not

• Not email campaigns. Workflows create internal reminders and notes — they do not send emails to clients directly.
• Not real-time. There is a short delay (typically 1–5 minutes) between the trigger and the action executing.
• Not AI-driven. Workflows follow explicit rules you define. They do not make judgment calls about what to do.

When to Use Workflows

Workflows are most valuable for tasks you find yourself doing repeatedly:

• Following up with new clients after onboarding
• Checking in when a client hasn't logged in for a while
• Reminding yourself to review a deal after a set period
• Flagging clients whose snapshot data is getting stale

If you're doing it manually more than twice a month, it's a candidate for a workflow.