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Classic workflow rules

Run a defined action when an event occurs and your conditions are met.

Needs: Core

Classic rules are available under Settings → Workflow Automation. Use them for a straightforward process that can be described as “when this happens, check these conditions, then do this.” The visual builder is available when you need a longer sequence with waits or branches.

Create a rule

  1. Choose the event that should start it, such as a client stage change, ticket event or invoice condition.
  2. Set the trigger's value or scope if required.
  3. Add conditions to select the records that should qualify. Check whether all or any conditions must match.
  4. Configure the action, including its recipient, owner, content or target record.
  5. Test with a representative record and inspect a dry-run result where offered.
  6. Check the audience and repeat behavior before enabling the rule.

The editor's options depend on enabled modules and custom fields. HR or project actions may be absent when those modules are off. The workflow catalogue explains the available types of options.

Give the rule a clear purpose

For example, a rule might create a follow-up task when a lead reaches a particular stage. Give it a name that explains that outcome and choose the assignee explicitly. A colleague should be able to understand why it runs without reading every field.

Check whether the trigger responds to an event or scans records on a schedule. A scheduled check finds records that match when it runs; it is not necessarily replaying past events. Also consider whether the action changes a field that could trigger another rule.

Use the builder for longer processes

Move to the visual builder when you need waits, different paths or detailed run history. If an equivalent classic rule already exists, check whether both would act on the same event before leaving them enabled together.