A workflow waits for something to happen, like a new inquiry, and then runs steps in order. Nothing sends until you turn the workflow on.
Before you start
- To reuse an email, write it as a template first.
- By default only the Owner and Admin seats can open Workflows.
Set what starts it
- Click New workflow. The page asks "What should happen on its own?" and saves nothing yet.
- Type a name at the top, like "Reply to new inquiries", then click Build it myself.
- Under What starts it, pick the trigger, such as New inquiry received.
- To run for only some leads, click Add a condition under Only run if. With no condition, it runs every time.
Add the email and turn it on
- Click Next: add the first step, then pick Send email under "What should this step do?".
- Under Timing, set a Wait in Days, Hours and Minutes. Leave all three at 0 to send at once.
- Decide on Send it to me for approval first. It starts on, so the email waits for you in the Approvals folder. Switch it off to let the email go on its own. An email that links a prepared proposal sends at once.
- Under The email, pick a saved template from Load a template, or choose Write it here and fill in Subject and Body. Insert field adds a smart field.
- Check the Preview panel, then click Send me a test. It goes only to the address you log in with, and its subject starts with [Test].
- On the overview, click Turn it on, or flip the switch in the top bar from Off to Live.
Other ways to start
The page in step 2 has two more doors. Describe the workflow to SageAI and click Draft the workflow to see every step before anything is saved, or click a ready-made workflow under Or start from, which arrives switched off.
What a step can do
Beside Send email, a step can Send form to client, Create task, Notify me, Change stage, Add tag to contact or Prepare a proposal from a template. If / else (branch) splits the flow into a Yes path and a No path. Send new leads a proposal automatically covers the proposal step.
Who the email comes from
A workflow email leaves from the owner's connected mailbox with your business name on the From line, or from EventSage's mailer when none is connected. It ends with an Unsubscribe link and your postal address. Add a street and city in Profile & info, or it goes out without the address.
Something look off?
Work through each check in order. Most fixes take under a minute.
The workflow won't turn on
- 1 · Read the overview card. When it reads Before it can run, it lists what to fix.
- 2 · Check the email's smart fields. A field from Form (form steps and form triggers) or Product (Product booked trigger) needs a matching trigger.
- 3 · On the Free plan, a second active workflow is refused. Turn off the other first, or upgrade to Pro. Pro and Team have no limit, and a Contact label changed trigger needs Pro.
An email is waiting instead of sending
Emails from steps with Send it to me for approval first on wait in the Approvals folder of your Inbox. Open one and click Approve & send or switch the step's approval off. Check an automation before you turn it on covers approvals.