Automations

Test before you ship: open any automation and press “Run test”. It simulates the rule against your most recent matching event and shows whether it would run, which conditions passed or failed, and exactly what each action would do, without sending anything or changing any data.

Automations run actions automatically whenever something happens in your workspace. No code. Each one is a trigger (the event), optional conditions (only run when these match), and one or more actions. Find it under Automations (owners/admins). The page is organised into four tabs: Dashboard (a summary and recent activity), Templates (a ready-made library), My Automations (your live automations as clickable cards), and Create (the builder).

• Triggers: every event the product raises, grouped by where it happens - Work (task, project), Sales (deal created, stage changed, won, client created, lead became hot, tag added), Money (invoice created, invoice paid), Capture (form submitted, survey completed, appointment booked), Documents (signed, declined, expired) and Phone (call missed, call completed, voicemail received, a lead texts back, and - where the AI receptionist is switched on - a voicemail read and classified). The list is generated from the events themselves rather than kept by hand, so anything the product can raise is something you can build on.
• Conditions: narrow an automation so it only runs in the cases you mean. Pick a field from the trigger (the choices are the fields that event actually carries, so you cannot pick one that will never be there), then an operator - is, is not, contains, does not contain, starts with, is one of, is more than, is at least, is less than, is at most, has any value, is empty - and a value. Add as many as you like; all must match. "Deal value is more than 5000", "reply contains yes" and "the lead has no phone number" are all conditions now.
• Actions: notify owners & admins, notify the lead’s assigned owner, create a task, set the triggering record’s status, assign it to a teammate, send an email or SMS to the lead, or enroll the lead in a drip sequence. Add several and they run in order.
• Merge fields in an email or SMS action: use “Insert field” under the message box to drop tags like {{first_name}}, {{company_name}} or {{amount}}. They are filled in from the lead the message is going to, at the moment it is sent, so every recipient gets their own. The list is the same one every other screen offers. If a message contains a field nothing can fill - a typo, or one of the two that are only ever typed in by hand on a document - that message is held rather than sent, the reason names the field, and the editor warns you while you are writing it.
• Call a webhook: the “Call a webhook (HTTP POST)” action sends a JSON payload (rule, event, entity and the trigger data) to any URL you choose when the automation fires, so you can push events into Zapier, Make, n8n or your own service. Private/internal addresses are blocked (SSRF-guarded), delivery retries with backoff, and the body is signed with HMAC-SHA256 in the X-WorkBOS-Signature header. The header is always present, and is empty when no secret is set, so check its value rather than whether it exists.
• Templates tab: a library of 80+ ready-made automations covering every module (Forms, Surveys, Documents, Tasks, Projects, Sales, Clients, Leads). Filter by module or search by name, then click Use to load a template into the builder and tweak it. Save your own builder as a reusable template from the Create tab; remove a custom template any time (built-ins can’t be removed). In the builder, click any action’s panel icon to edit it in a roomy side inspector.
• My Automations tab: your live automations shown as cards. Toggle one On/Off right from the card, or click a card to open its detail view: the full trigger → filter → actions flow, its run history, and buttons to turn it On/Off, Duplicate it into the builder, or Archive it. The Dashboard tab shows counters (active / total / total runs / templates) and recent activity.
• Graph view (beta): open any automation’s detail view and toggle “Graph view” for a free-canvas alternative to the flow above: drag nodes into place, connect them by clicking a node’s out-port then the node you want it to lead to, and add filter/action/branch nodes. “Generate from this rule” seeds the canvas from the automation’s current trigger, conditions and actions. “Run test” traces which nodes would run against a sample payload, including which branch paths matched. If you’ve saved a graph, the automation runs it live: filters and branches execute exactly as “Run test” showed you. Without a saved graph, it keeps running the flow above.
• Activity log: the Recent activity panel shows each time any automation fired and how many actions ran. Open a single automation and its own history is listed underneath it, kept against the automation itself rather than its name - so renaming one no longer loses everything it has done.
• Limits: the Dashboard shows what would stop an automation - how many webhook calls the workspace has made today against its daily allowance, the most actions one run will take, the most steps a graph will walk, and how many branches can leave one point. An automation that goes quiet is then never a mystery.

1. 1

   Create one

   Open the Create tab (or press “New automation”). Name it, pick the trigger, add any conditions, then add the actions. Drag to reorder. Create it and it starts active in My Automations. Every tab is deep-linkable, so you can bookmark or share a direct link to a template list or a specific automation.

2. 2

   Connect forms to your pipeline

   Pick "Form submitted" as the trigger to act on every new lead: notify the owner, create a follow-up task, or enroll the lead in a drip sequence so nurture emails start automatically. Each submission already creates a CRM lead automatically.

3. 3

   Pause, archive or restore

   Toggle an automation Off to pause it without losing it (it keeps its history and fire counts). Archive one to stop it running and move it out of the way. Archived automations never fire, but you can Restore them at any time. Nothing is ever permanently deleted: automations and your saved templates are only archived, and the built-in system templates can never be removed.