How to Set up Workflow for Auto-Converting Leads

How to Set up Workflow for Auto-Converting Leads

Workflows in Kylas allow users to automate repetitive tasks within the sales process. You can define rules using Triggers, Conditions, and Actions—so when specific conditions are met, Kylas performs the desired task automatically.

This not only saves time but also ensures accuracy and consistency in lead management.

Prerequisites

  • Permissions:
    Any user with Basic access (Create) and Admin access (Read All and Update All workflows).

  • Product Plans:
    Available in the Elevate and Exceed plan.

  • Activities to be Completed:
    Automate lead conversion using the Convert Lead action in a workflow.

Step-by-Step Process

1. Login to Kylas and navigate to:

CRM Settings → Automation → Workflows



2. Click on “Add Workflow”

  • Tap the “Add Workflow” button on the top right to create a new workflow


3. Enter Workflow Details

  • Workflow Name: Auto-Convert Won Leads to Deal, Contact & Company.

Info

  • Description (optional): Automatically convert lead upon reaching “Won” stage.



4. Select the Entity

  • Choose Entity = Lead 


5. Set action type and trigger preference

  • Trigger Type: When a lead is updated

  • Choose preference: Immediate (for instant action)



6. Set Condition

Info
Based on Condition:

  • Trigger Field: Choose Pipeline>Choose Pipeline Stage>New Value>Equals>Won

  • Trigger Value: Won

This trigger ensures the workflow runs when a lead is marked as “Won”.

7. Set actions to be performed

  • Under the Actions section, select Convert Lead

  • Then Click on Convert Lead Button

  • Click on the checkbox which you want to Convert Lead to Deal/Contact/Company

Configure Conversion Mapping

  •  Click on the View The Conversion Mapping 

  • Map the fields as per your CRM use case and process requirements.

Notes
Mapping can automatically fetch the data you’ve already filled in the lead fields, saving time during conversion — you won’t need to fill in the same fields again when a Deal, Contact, or Company is created.



9. Save & Activate

  • Click Save & Activate to immediately enable the workflow

  • Or click Save to keep it in draft mode for later activation



Info
Additional Notes:
Lead Conversion Triggered

  • When a lead is updated to the “Won” stage:

    • A Deal, Contact, and Company are automatically created

    • Mappings and ownership are applied as per configuration

Workflow Execution & Logs

  • Converted entities will be visible in respective modules

  • Workflow trigger count will reflect on the workflow listing page 

  • Check the workflow status to verify whether it was successfully triggered or not. 

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