10.2 Workflow Builder Interface & Basics

Let's familiarize ourselves with the visual environment where you build and manage your automated sequences.

Accessing Workflows:

Navigate to the Automations section in the main left-hand menu, then typically select the Workflows tab.

Organization:

As you build more workflows, keeping them organized is key.

  • Use the + Create Folder button to create folders (e.g., "Buyer Lead Follow Up", "Seller Listing Management", "Past Client Nurture", "Internal Processes").
  • You can often create nested folders for further categorization.
  • Use the ... menu next to a workflow in the list view and select Move To Folder to organize existing workflows.

Creating a New Workflow:

  • Click the + Create Workflow button.
  • You'll likely be presented with options:
    • Start from Scratch: Opens a blank canvas where you define the trigger and all actions yourself. (Recommended for learning and custom processes).
    • Select from Recipe / Templates: Browse a library of pre-built workflow templates, potentially including real estate specific examples (like "New Lead Follow Up", "Appointment Reminder"). CRITICAL: If you use a recipe/template, treat it like a Snapshot – you MUST review and customize every single trigger, action, message content, timing, and setting to fit your agency's specific needs before activating it.

The Workflow Builder Canvas & Key Interface Elements:

This is the visual drag-and-drop area where you map out your automation sequence.

  • Canvas Navigation: Use your mouse to pan around the canvas. Use zoom controls or mouse wheel to zoom in/out. A minimap might be available for navigating large workflows.
  • Top Bar Controls:
    • Workflow Name (CRUCIAL): Immediately click on Untitled Workflow (or similar default name) at the top left. Give your workflow a specific, descriptive name that clearly indicates its purpose (e.g., "Buyer - Website Inquiry Follow Up V1", "Seller - Post Listing Appt Nurture", "Appointment Reminder - Showing Request Calendar"). This is vital for organization. Remember to Save after renaming.
    • Tabs: You'll typically see tabs like:
      • Builder: The main canvas where you add triggers and actions.
      • Settings: Configure overall workflow rules (e.g., specific sending times, allowing multiple entries, conversation management).
      • History / Enrollment: View which contacts are currently in or have gone through this workflow (See 10.13).
      • Execution Logs: Detailed step-by-step logs for troubleshooting (See 10.13).
    • Test Workflow Button: Allows you to select an existing test contact and simulate running them through the workflow. Useful for basic logic checks, but doesn't always perfectly replicate live triggers or wait steps.
    • Publish Toggle: Switches the workflow between Draft mode (inactive, won't run) and Published mode (active, ready to be triggered). A workflow must be Published AND Saved to run.
    • Save Button: Click this frequently! Saves your current progress. Changes are NOT active until you click Save.
  • Adding Triggers and Actions (Building the Flowchart):
    • Define the Trigger (The Starting Point):
      1. Click + Add new trigger (or similar button) at the very top of the workflow canvas.
      2. A panel opens listing available trigger events (See 10.3). Select the event that should start this workflow (e.g., choose Form Submitted).
      3. Add Filters (CRUCIAL): Always refine your trigger with filters to make it specific. Click + Add filters. Select the filter criteria (e.g., Form Is → choose the specific form name like "Buyer Inquiry Form" from the dropdown). You can add multiple filters (e.g., trigger only if Form Is X AND Tag Does Not Include Y).
      4. Click Save Trigger. You can potentially add multiple triggers to the same workflow (acting as an OR condition – if Trigger A *OR* Trigger B happens, the workflow starts).
    • Add Actions (The Steps):
      1. Click the + icon located directly below the trigger or below any existing action step where you want to add the next step.
      2. A menu or search box appears listing all available actions (See 10.4). Search for or select the action you want to perform (e.g., Send SMS, Wait, Add Tag, Create Opportunity, If/Else).
      3. Configure the action's specific settings in the panel that opens (e.g., for Send SMS, compose the message or select a template; for Wait, set the duration; for Add Tag, select the tag).
      4. Click Save Action.
    • Rename Actions: For clarity, click on the default action name (e.g., it might just say "Send SMS"). Rename it descriptively to reflect its purpose in *this* specific workflow (e.g., "Send Initial Buyer Welcome Text", "Wait 2 Days", "Add Hot Lead Tag"). This makes complex workflows much easier to understand and troubleshoot later.
    • Copy/Delete Actions: Hover over an action block on the canvas. Icons usually appear allowing you to Copy (duplicate) the action or Delete it.
    • Add Notes: Look for a Note icon or action. Add comments directly onto the canvas near specific steps to explain the logic or purpose for yourself or your team members.