Kylas CRM empowers users to automate repetitive tasks through workflow automation, one of which is sharing records like Leads, Deals, or Contacts with other users in the organization. This automation is especially useful when lead ownership needs to be temporarily or permanently shifted based on stage, field change, or activity status.

In this article, we’ll walk you through how to automatically share a Lead using a custom workflow in Kylas, complete with setup instructions, use cases, prerequisites, and benefits.

Table of Contents

1. Prerequisites

2. Use Cases

3. Steps to Share Records Using Workflow

4. Benefits

5. Conclusion

Prerequisites

Before setting up the workflow, ensure the following:

• You have Admin access or appropriate permission to manage workflows in Kylas.

• You have access to the Automation > Workflows module.

• The record you want to share (e.g., Lead) is active and associated with a valid pipeline and stage.

• You know which user(s) or teams will be receiving shared access.

Steps to Share Records Using Workflow

Here’s a step-by-step guide using the setup shown in the uploaded images:

Step 1: Go to Automation → Workflows

• Navigate to the left-hand menu.

• Click on Automation > Workflows.

• Click “+ Create Workflow”.

Step 2: Fill Basic Details

• Enter a Workflow Name like Share Rule for Closed Leads.

• Optionally, add a Description.

Step 3: Select Entity

• Choose the entity you want to automate (e.g., Lead).

Step 4: Set Trigger Type

• Select: When a lead is updated.

• Choose Delayed Action (for scheduling the sharing with a time buffer).

Step 5: Set Conditions to Schedule the Action

Enable: Based on Conditions.

Set the following:

1. Pipeline Stage Reason = Customer already bought the product/service (or any custom reason).

2. Owner = Is Changed (optional based on context).

This ensures the workflow only activates when the stage reason changes to a specific value.

Step 6: Set When to Perform the Action

• Set delay: e.g., 15 Minutes After → Updated At.

• This gives time buffer for the system to process changes before sharing happens.

Step 7: Set Execution Conditions

Set a final validation condition:

• Pipeline Stage = Closed Unqualified (or any stage relevant to your process).

Step 8: Define the Action

Choose:

• Action: Share

• Then select the user or team to share the record with (e.g., Share Lead).

Step 9: Save & Activate

• Click on “Save & Activate” to deploy the workflow.

Use Case	Description
Auto-share unqualified leads	Automatically share unqualified leads with a marketing team for nurturing.
Cross-team collaboration	Share leads with the customer success team when deals close.
Supervisory visibility	Share all leads reaching a certain stage with the reporting manager.
Regional re-routing	Based on lead field changes (e.g., region), share with another team member.

Benefits

Benefit	Description
🤝 Team Collaboration	Ensures the right people access leads at the right time.
⏱️ Saves Time	Automates what would otherwise be a manual sharing task.
📈Boosts Efficiency	Ensures leads are nurtured or followed up without delays.
📊Accurate Tracking	Keeps audit trails of when records are shared and why.
👨‍💼Better Oversight	Reporting managers can monitor progress effortlessly.

This approach not only saves time but also increases operational efficiency across departments—sales, marketing, customer success, or leadership. 

Start building smart workflows in Kylas today to make your CRM work for you—automatically.