Automating Repetitive Work with Workflows in "Edara CRM"

The same tasks come up every day in a sales team: reminding an owner about a deal close to its date, telling them about a new lead, sending a welcome email to every customer won, and creating a follow-up task after it. All of them depend on someone remembering at the right time, so some slip through on a busy day.

Workflow rules do these tasks on their own: you set when the rule runs (when a record is created, a field changes, or on a fixed schedule), on which records, and what it does (a notification, an email, a field update, or a new task). So it runs the same way every time, and the people following it get an alert if it doesn't go through.

Follow the Steps #

You start from a template or a new rule, set when it runs, on which records and what it does, and test it before it goes live.

Starting from a Template #

From the side menu, click "Workflows". Your rules show in a table with the module, trigger, number of steps and "Runs this month", and above them "Start from a template" with common rules like "Celebrate deals won" and "Deal due-date reminder":

• Open "Workflows" from the side menu.
• Click "Use this template" on the template you need. The rule is added disabled and opens for you to review.
• Change what you need, then turn on "Enabled" and click "Save".

Creating a Rule and Choosing the Trigger #

To create a rule from scratch:

• Click "New rule" and type the "Rule name", and add a "Description" if you like.
• Pick the "Module" the rule works on, like "Deals" or "Leads", then choose from "When" when it runs.
• Complete the trigger details, like the field to watch for changes.

The "When" options are:

• When a record is created or edited: choose "Created", "Edited" or both.
• When a specific field changes: like a change in "Status" or "Stage".
• When a record matches conditions: runs when the record comes to match the conditions you set.
• Relative to a date field: before or after a date on the record, like "Expected close date".
• On a schedule (cron): "Daily", "Weekly" or "Monthly" at the "Time" you set.
• When run from a record: doesn't run on its own, but when someone runs it from the record itself.
• When a lead form is submitted: with every lead that comes from a form on your website.

Choosing Records with Conditions #

Conditions decide which records the rule runs on. In a rule that reminds about deals before their close date, for example:

• With "Relative to a date field", pick the date field.
• Type the "Days offset": a negative number means before the date, and a positive one after it.
• Click "+ Add condition" and pick the field, comparison and value, then choose "Match all conditions" or "Match any condition".

To group conditions into one, click "+ Add group". Below the conditions, the number of records that match now shows, like "3 Deals records currently match", so you can make sure the rule will run on the records you mean.

Adding Steps #

Steps are what the rule does, and they run in order:

• Click "Add step" and choose the action, like "In-app notification" or "Send email".
• Pick the "Recipient", like "Record owner", and type the "Body". Type # to insert a field from the record, like the deal name.
• Choose "Instant" for the step to run right away, or "Delayed" and type the number of days.

The available actions:

• In-app notification, Send email and Send WhatsApp message: to the record owner, its creator, a specific user, an email on the record or an address you type. In an email, click "Preview" or "Send test to me".
• Update field, Add tag and Create record: like creating a follow-up task in "Activities".
• Convert lead, Delete record, Call webhook and Write with AI.
• And to control the flow: Find records, If / otherwise and For each record found.

From ⋮ on the step, you can "Move up", "Move down", "Duplicate" or "Delete".

Testing a Step on a Real Record #

Before turning the rule on, try each step on one of your records:

• Under "Test on a real record", pick a record, then click "Test this step".
• The result shows with the record's values, like "Would notify…" and the text after the fields are inserted.
• To add a backup step, click ⋮, then "Add a step for when it doesn't go through", then click "Save".

Reviewing the Run History and Rerunning Failures #

To see when the rule ran, on which record, and what happened:

• Open the "Run history" tab.
• Click "Failed" to see the runs that failed, and the "Detail" column has the reason for each.
• After fixing the cause, click "Rerun", and the failed steps run again.

The run statuses are "Done", "Failed", "Skipped" when no condition matched, and "Running". The history keeps the last 30 days of runs.

Followers and the Change Log #

Followers are the people who get an alert if the rule fails, starting with its owner:

• Click "Manage followers".
• Pick who follows the rule, then click "Done".
• Open the "Changes" tab to see who changed the rule, what they changed and when.

Running a Rule from a Record #

Rules triggered "When run from a record" don't run on their own; you run them when you need them, like sending the welcome pack after a deal is won:

• Open the deal, click ⋮, then "Run a workflow".
• Pick the rule. Rules whose conditions the record doesn't match show disabled, with "This record doesn't match its conditions."
• Click "Run". A message shows that the rule is running, and the run is added to its history.

Important Things to Know #

Try It Yourself #

Sample data — it doesn't affect any real data. Open a rule and change the trigger, or add a condition or a step, then test the step on a record, or try "Run history".

You May Be Wondering #

If you encounter any challenges or have questions during these processes, you can contact our technical support team, who are ready to assist you at any time.

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