Workflows

What are Workflows?

Workflows are powerful automation tools that help you streamline your business processes in Ingegno CRM. Instead of manually performing repetitive tasks, you can create visual workflows that automatically execute a series of actions based on specific triggers and conditions.

With workflows, you can:

• Automate repetitive tasks — Eliminate manual work by automating email sends, lead creation, notifications, and more
• React to events in real-time — Trigger actions when leads are created, messages arrive, or scheduled times occur
• Implement complex logic — Use branching and conditions to handle different scenarios
• Integrate with external systems — Connect to APIs and external services to sync data
• Leverage AI — Use AI agents and language models to generate intelligent responses and automate decision-making

Accessing Workflows

To access workflows, navigate to the Workflows section in the left sidebar. You'll see three subsections:

• All Workflows — View and manage all your workflows
• Executions — Monitor the execution history and performance of your workflows
• Templates — Browse pre-built workflow templates to get started quickly

The Workflows List

The All Workflows page displays all your existing workflows in an organized list view.

Workflow Cards

Each workflow appears as a card showing:

• Workflow name — The title of your workflow
• Description — A brief description of what the workflow does
• Status badge — Shows whether the workflow is Active or Paused
• Trigger type badge — Displays the primary trigger type (e.g., "WhatsApp Received", "Live Chat Received", "Lead Created")
• Run statistics — Shows "X runs" along with success and error counts
• Last run timestamp — When the workflow was last executed

Workflow Page Header

At the top of the list, you'll find:

• "Workflows" heading
• "Automate your business processes with visual workflows" subtitle
• "Browse Templates" button — Opens the templates library
• "+ Create Workflow" button — Opens the workflow editor to create a new workflow

Creating a Workflow

You can create a new workflow in two ways:

From the Workflows List

Click the "+ Create Workflow" button on the All Workflows page to start with a blank canvas.

From Templates

Click "Browse Templates" to explore pre-built workflow templates. Select a template to customize it for your specific needs. Templates come with pre-configured nodes and can save you significant setup time.

The Workflow Editor

When you create or edit a workflow, you'll work in the workflow editor interface.

Editor Header

At the top of the editor, you'll see:

• Workflow name — Click to rename your workflow
• Status badge — Shows "Active" or "Paused" status
• "All changes saved" indicator — Confirms your changes are automatically saved
• "Test" button — Test your workflow with sample data
• "Save" button — Manually save your workflow if auto-save is disabled

Node Palette

On the left side of the editor, you'll find the Node Palette panel. This panel contains all available nodes organized by category:

• Triggers — Nodes that start your workflow
• Messaging — Nodes for sending messages and notifications
• CRM Actions — Nodes for working with leads and clients
• AI — Nodes for AI-powered automation
• External — Nodes for integrating with external services
• Logic — Nodes for branching and conditions
• Timing — Nodes for scheduling and delays

The panel header displays "Drag nodes to the canvas or click to add" — you can either drag nodes to the canvas or click to add them.

Canvas

The center of the editor is your workflow canvas. This is where you:

• Add nodes by dragging them from the Node Palette or clicking to add them
• Connect nodes by drawing lines between node outputs and inputs
• Configure nodes by clicking on them to open their settings
• Remove nodes by selecting and deleting them

Node Categories and Types

Triggers

Trigger nodes start your workflow. Every workflow requires at least one trigger. Available triggers include:

• CRM Event — Triggered by lead or client lifecycle events (e.g., lead created, lead updated, client created)
• Channel Event — Triggered when messages arrive via Email, WhatsApp, or Live Chat
• Schedule — Triggered on a recurring schedule using cron expressions (e.g., daily at 9 AM, every Monday)
• Manual Trigger — Triggered manually by a user from the dashboard
• Webhook — Triggered by an external HTTP request from another application

Messaging

Messaging nodes send communications to contacts and team members:

• Send Email — Send an email message to leads or clients
• Send WhatsApp Text — Send a WhatsApp text message
• Send WhatsApp Template — Send an approved WhatsApp template message
• Send Live Chat Message — Send a message in an active live chat conversation
• Send Notification — Send an in-app notification to team members

CRM Actions

CRM action nodes interact with your CRM data:

• Query Leads — Query and iterate over leads with filters (great for bulk operations)
• Create Lead — Create a new lead in your CRM
• Create Client — Create a new client in your CRM
• Update Lead — Update specific fields on an existing lead
• Update Client — Update specific fields on an existing client
• Move to Stage — Move a lead to a different pipeline stage
• Assign to Member — Assign a lead to a team member
• Add Tag — Add a tag to a lead or client for organization
• Create Calendar Event — Create an event in the calendar

AI

AI nodes leverage artificial intelligence to automate complex tasks:

• AI Agent — An autonomous AI agent with access to various tools and APIs for handling multi-step tasks
• OpenAI (GPT) — Generate text using OpenAI's GPT-4 model for content creation and analysis
• Anthropic (Claude) — Generate text using Anthropic's Claude model for intelligent content generation
• Google Gemini — Generate text using Google's Gemini model for versatile AI-powered automation

External

External nodes integrate with systems outside of Ingegno:

• HTTP Request — Make external API calls to integrate with third-party services and fetch or send data

Logic

Logic nodes control the flow of your workflow based on conditions:

• If/Else — Branch your workflow into two paths based on a condition (if true, do X; otherwise do Y)
• Switch — Create multiple branching paths based on different condition outcomes

Timing

Timing nodes add delays and scheduling to your workflows:

• Wait — Wait for a specified duration (e.g., 5 minutes, 2 hours) before continuing
• Wait Until — Wait until a specific date and time before proceeding
• Wait for Event — Wait for a specific event to occur (with an optional timeout) before continuing
• Wait for Business Hours — Wait until the next available business hours slot before proceeding

Building Your Workflow

Connecting Nodes

To create a workflow:

1. Drag nodes from the Node Palette to the canvas, or click node categories to expand and click individual nodes
2. Click on nodes to configure their settings
3. Connect nodes by dragging from an output point on one node to an input point on another
4. Use Logic nodes (If/Else, Switch) to create conditional branches
5. Add Timing nodes to introduce delays or schedule actions

Testing Your Workflow

Before activating your workflow, use the "Test" button to verify it works correctly:

1. Click the "Test" button in the editor header
2. Provide sample data that matches your trigger type
3. Review the execution to ensure nodes execute as expected
4. Check logs to identify any issues

Testing helps catch configuration errors before your workflow runs in production.

Saving and Activating

Once your workflow is configured and tested:

1. Click the "Save" button to save your changes
2. Use the Active/Paused toggle in the workflow editor to activate or deactivate the workflow
3. When Active, the workflow will automatically execute when triggered
4. When Paused, the workflow won't execute even if triggered

Execution History

The Executions page provides visibility into your workflows' performance:

Execution Stats

At the top of the page, you'll see summary statistics:

• Total Executions — How many times your workflows have run
• Successful — Number of successful executions
• Failed — Number of failed executions
• Success Rate — Percentage of successful vs. failed runs

Execution Table

Below the stats, a table shows individual workflow executions with:

• Workflow — Name of the workflow that executed
• Status — Shows "Completed" badge for successful runs
• Started — When the execution began
• Duration — How long the execution took
• View — Click to see detailed logs and debugging information

Workflow Templates

The Templates page makes it easy to get started with pre-built workflows.

Templates Page Features

• "Workflow Templates" heading
• "Start with a pre-built template and customize it to your needs" description
• Search bar — Search templates by name or keyword
• Filter categories — Browse templates by type:
• All
• Nurturing Lead
• Sales
• Lead Management
• Messaging
• AI Automation
• Productivity
• Integrations

Using Templates

Each template card displays:

• Category badge — The template's primary use case
• Name — Template title
• Description — What the template does
• Tags — Keywords for easy discovery
• "X nodes" — Number of pre-configured nodes in the template

Click a template to open it in the editor, then customize the nodes and connections to match your specific workflow needs.

Best Practices

• Test before activating — Always use the Test button to verify workflows before activating them
• Use meaningful names — Give workflows clear, descriptive names so you can quickly identify them in the list
• Monitor executions — Regularly check the Executions page to ensure workflows are running successfully
• Start simple — Begin with basic workflows and gradually add complexity as you become more comfortable
• Leverage templates — Use templates as starting points to save configuration time
• Handle errors gracefully — Use If/Else nodes to handle edge cases and errors in your data

Next Steps

• WhatsApp Business — Learn how to integrate WhatsApp with your workflows
• Managing Leads — Understand leads so you can automate around them
• Pipelines — Set up pipeline stages for the Move to Stage node
• Live Chat — Configure Live Chat to use Channel Event triggers