How to create time based workflow (delayed action)

How to create time based workflow (delayed action)

Time-based workflows—also known as delayed actions—allow you to automate follow-ups or actions after a specific time has passed since a trigger event. This is especially useful for scheduling emails, task creation, lead follow-ups, and more.

Prerequisites

  1. You are logged into your Kylas CRM account as an Admin or Super Admin.
  2. You have access to the Automation module under CRM Settings.
  3. The module you want to automate (e.g., Leads, Deals) is active and contains data.

Table of Content

  1. What Are Time-Based Workflows?
  2. Why Use Delayed Actions?
  3. Step-by-Step: Create a Time-Based Workflow
  4. Key Differences Between Execution & Scheduling Conditions
  5. Use Cases
  6. Limitations
  7. Best Practices

What Are Time-Based Workflows?

Time-based workflows trigger an action after a delay from a specific condition—such as X minutes/hours/days after a lead is created, updated, or moves to a stage.
They are ideal for automating follow-ups and reminders without requiring manual intervention.

Why Use Delayed Actions?

  1. To schedule follow-up emails/messages after form submission
  2. To auto-create tasks or reminders after inactivity
  3. To manage service-level agreement (SLA) timelines
  4. To automate multi-step campaigns over time

Step-by-Step: Create a Time-Based Workflow 

Step 1: Navigate to Automation Settings

Go to CRM Settings > Automation > Workflow Automation

Step 2: Create a New Workflow

Click “Add Workflow”

Name your workflow (e.g., “3-Day Follow-Up for New Leads”)

Select Module: Leads, Deals, Contacts, Task, Email, Call logs, Meetings

Select Trigger: “When a lead is created” or any other trigger type 

Notes

Trigger Types in Kylas Workflows 

When setting up a workflow in Kylas, you need to choose a trigger. This is the event that will start your automation.

When a lead is created

Triggers the workflow when a new lead is added to the system.

(Use for: assigning leads, sending welcome emails.)

When a lead is updated

Runs when changes are made to an existing lead’s details.

(Use for: sending alerts or tasks based on lead status updates.)

Execute as an associated entity action

Triggers based on actions from related records (like tasks linked to leads).

(Use for: automations involving connected modules.)

Marketplace app trigger

Triggers the workflow based on actions from external marketplace apps.

(Use for: custom integrations or third-party tools.)

Choose Delayed Action

Step 3: Set Conditions to Schedule the Action

Option 1: All Leads – the delay will apply to all new leads

Option 2: Based on Conditions – e.g., only for Lead Source = “Website”

This determines which records will be scheduled for the future action.

Step 4: Select When to Perform the Action

Time Reference: After 

Notes

Note:
 While selecting "When to Perform the Action" in a time-based workflow:

    • For system date fields like Created At or Modified At, you’ll only see the option to perform actions after the selected time.

    • For custom date fields, you’ll have the flexibility to choose actions to be triggered before or after the selected date.

This helps tailor workflows based on both upcoming and past events as per your business logic.

Delay Type: Delays set in minutes must be more than 15 minutes to be accepted.

Reference Date: Created At (or any date field like Updates At if you have selected Update as a trigger action above)

Repeat: Choose Repeat action according to your preference.

Step 5: Set Conditions to Execute the Action

Option 1: All Leads – action will always run after delay for all leads

Option 2: Based on Conditions – e.g., Product and Services is still “Television”

This evaluates again at execution time to prevent unnecessary actions.

Step 6: Set Actions to Be Performed

Click Add Action

Choose action type: e.g., Create Task

Fill required fields like Task Title, Assigned To, Due Date, etc.

Click Save

Step 7: Activate Workflow

Once saved, toggle the workflow to Active


Key Differences: Execution vs. Scheduling Conditions

Condition Type
Purpose
Set Conditions to Schedule
This defines which records should be considered for scheduling the action. It checks criteria at the time the trigger happens.
Set Conditions to Execute
This defines which records should actually perform the action when the delay is completed. It evaluates again right before the action is executed.
Notes
Note:

While selecting "When to Perform the Action" in a time-based workflow:

  • For system date fields like Created At or Modified At, you’ll only see the option to perform actions after the selected time.

  • For custom date fields, you’ll have the flexibility to choose actions to be triggered before or after the selected date.

This helps tailor workflows based on both upcoming and past events as per your business logic.

Use Cases

Scenario
Delayed Action
Lead Follow-up
Send an email 1 day after lead creation
Task Reminder
Create a task 3 hours after status change
SLA Escalation
Notify manager if no update after 2 daysCreate a task 3 hours after status change
Abandoned Deal Nudge
Auto-email if no movement after 5 days
Notes

Best Practices


Best Practice
Reason
Use meaningful workflow names
Easy to manage and identify workflows
Combine delay with execution conditions
Prevents irrelevant or redundant actions Monitor 
Monitor effectiveness periodically
Optimize delays and outcomes over time
Communicate triggers with sales/support teams
Ensures alignment with business goals
Info

Outcome

Using time-based workflows with scheduling and execution conditions allows you to design smart, context-sensitive automation in Kylas CRM. These workflows reduce manual tasks, ensure timely follow-ups, and support better customer engagement without losing control or flexibility.

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