Email Workflows
Email workflows automatically send an email template as soon as a specific CRM event occurs — e.g. a welcome email as soon as a new deal is created. Unlike drip campaigns, this is about a single, event-driven email rather than a multi-step sequence.
What can I do here?
- Create, edit, activate/deactivate, and delete workflows
- Set the trigger event, delay, email template used, and recipient type
- Define conditions that must also be met besides the trigger
- Set limits (maximum total executions or per contact) and a validity period
- View the execution log per workflow
Step by step
- Click "Create Workflow", give it a name, and choose the trigger event.
- Choose the email template to send and the recipient type (contact, deal contact, assigned agent, or a custom field).
- Optionally set a delay after the trigger and conditions that must also be met (e.g. combined with AND/OR).
- Set a validity period and maximum executions (total or per contact) if needed, then activate the workflow.
- Check the execution log to verify the emails were sent as expected.
Fields explained
| Field | Meaning | Notes/Effect |
|---|---|---|
| Name / Description | The workflow's name and explanation | |
| Trigger Event | CRM event that starts the workflow | |
| Delay | Waiting time after the trigger, before the email is sent (in minutes) | "Immediate" if no delay is set |
| Email Template | The template to be sent | See Email Templates |
| Recipient Type | Who the email goes to | See "Values & statuses" below |
| Conditions | Additional criteria that must be met | Can be combined with AND/OR |
| Valid From / Valid Until | Period during which the workflow is active | |
| Max Executions Total / Max Per Contact | Upper limits on the number of executions | Prevents, e.g., repeatedly emailing the same contact |
| Active | Whether the workflow is applied | |
| Execution Log | List of past sends with recipient, status, and timestamp | Status: Sent, Failed, Skipped |
Values & statuses
Recipient type (email_workflow_recipient_type)
| Value | Plain-language meaning |
|---|---|
| Contact | The contact the event was triggered on |
| Deal Contact | The contact linked to the affected deal |
| Assigned Agent | The person responsible for the record |
| Custom Field | An email address from a freely chosen field |
Frequently asked questions
What's the difference to drip campaigns?
An email workflow sends exactly one email on an event, possibly with a delay. Drip campaigns send a multi-step sequence of emails over a longer period.
Why was an email skipped?
Possible reasons are shown in the execution log — for example unmet conditions, a reached execution limit, or an expired validity period.
Can I use the same trigger for several workflows?
Yes, several workflows can react to the same event, as long as their respective conditions are met.