How to create a workflow in Kylas CRM?

How to create a workflow in Kylas CRM?

This article covers the steps to be followed and the pre-requisites for creating a workflow in Kylas CRM.

Prerequisites

  1. Permissions:  Any user with access to Control Center along with the permission to Create to workflow and read access on required entity eg. Lead/Contact/Deal/Call log
  2. Product Plans: Elevate.
  3. Activities to be Completed: Creating a workflow


Steps

Step 1 
Login to Kylas and Navigate to Setup -> Automation > Workflows. 
Click on the 'Add a Workflow' button to open the 'Create a New workflow' page. Enter the Name and Description of the workflow.

 
Step 2
Select the Entity for which you would like to create a workflow from the available entity (e.g. Prospect, Contact, Deal)


Step 3. Set action type and trigger preference  - Immediate and Delayed action.


Step 4
Once a trigger is selected then you are navigated to the next step of workflow creation i.e. Set Conditions. There are two radio buttons displayed on the screen
  1. All Prospects: When you want the workflow to be executed on all records without any filter.
  2. Based on Condition: You can choose certain conditions as a filter so that the workflow is not executed on all records but only for those which qualify the conditions. 
    In order to select a condition for filtering the records, choose the 'Based on Condition' radio button followed by the record property, filter parameter and it's a value (e.g. Lead Country -> New Value -> Equals -> United States 


 

Step 5
The next step after Conditions is 'Set Actions' These are the actions that you want the system to perform automatically on the records that qualify the set trigger and conditions. 
There are below possible actions in the Kylas workflows:
  1. Edit field-  Update any field property automatically.
  2. Reassign: Reassign a record to another user
  3. Create webhook: Send some data of the record to an external API via workflow, How?
  4. Share : Share a record to another user.
  5. Create Task :  Allows user to create automated tasks.


Step 6
Save the workflow by clicking any of the below buttons
  1. Save and Activate: You can save and instantly activate the workflow and it will start executing based on the trigger and conditions.
  2. Save: Save the workflow as a draft and activate later when needed.. How to Activate or Deactivate workflows?


Some sample workflows with business use cases are as below
  1. Set the Lead city as 'Pune' whenever a Lead is created in the system.
    1. Go to Create a workflow and enter workflow name and description.
    2. Choose 'Lead' as the entity in step 1 of workflow creation
    3. Set the trigger as 'When Lead is Created' in step 2
    4. Set condition as 'All Leads' in step 3
    5. Choose 'Edit property' from the list of the available actions and select City from the list of properties populated followed by value as 'Pune' in step 4
    6. Save and Activate the workflow

  2. Reassign a Lead to another user when the Lead stage is updated as won
    1. Go to Create a workflow and enter workflow name and description.
    2. Choose 'Lead' as the entity in step 1 of workflow creation
    3. Set the trigger as 'When Lead is Updated' in step 2
    4. Choose the 'Based on condition' radio button in step 3
      1. Choose 'Forecasting type' from the list of available Lead properties 
      2. Choose 'Equals' as a filter parameter in the picklist next to 'New value'
      3. Choose the value as 'Won' from the list of available forecasting types
    5. Choose 'Reassign' from the list of the available actions and select the name of the User whom you want to reassign the Lead
    6. Save and Activate the workflow