Workflows & Automation

What are Workflows?

Workflows automate repetitive tasks in your CRM. When a trigger event happens, ZenTraq automatically performs actions you define — no manual intervention needed.

Workflow Structure

Every workflow has three parts:

1. Trigger — What event starts the workflow
2. Conditions — Optional rules to filter when it runs
3. Actions — What happens automatically

Setting Up Workflows

Creating a Workflow

1. Go to Settings → Workflows
2. Click + New Workflow
3. Configure:
   • Name — Descriptive title (e.g., "Auto-assign new leads")
   • Entity — Which module (Lead, Deal, Contact, etc.)
   • Trigger — When to fire
   • Conditions — Filter criteria
   • Actions — What to do

Triggers

Trigger	Description
On Create	When a new record is created
On Update	When a record is modified
On Status Change	When status/stage changes
On Field Change	When a specific field value changes
On Delete	When a record is deleted
Scheduled	At a specific time or interval

Conditions

Add conditions to control when the workflow fires:

• Field equals / not equals / contains
• Status is / is not
• Owner is / is not
• Source is
• Amount greater than / less than
• Date before / after

Multiple conditions with AND/OR logic.

Actions

Action	Description
Send Email	Auto-send email using a template
Send WhatsApp	Send template message
Send SMS	Send text message
Assign Owner	Auto-assign to a user/team
Update Field	Change a field value
Create Task	Auto-create a follow-up task
Send Notification	In-app notification to a user
Webhook	Call an external URL

Example Workflows

1. Auto-Assign New Leads

• Trigger: Lead created
• Action: Assign to next available rep (round-robin)
• Result: Every new lead instantly gets an owner

2. Welcome Email on New Lead

• Trigger: Lead created
• Condition: Source = Website
• Action: Send email → "Welcome" template
• Result: Website leads get an instant acknowledgment

3. Follow-up Reminder

• Trigger: Lead created
• Condition: Status = New
• Action: Create task → "Follow up call" → Due in 2 hours
• Result: Reps never forget to call new leads

4. WhatsApp on Stage Change

• Trigger: Lead status changed to "Site Visit Scheduled"
• Action: Send WhatsApp template → "visit_confirmation"
• Result: Customer gets instant confirmation

5. Manager Alert on High-Value Deal

• Trigger: Deal created
• Condition: Amount > $50,000
• Action: Send notification to Manager
• Result: Managers aware of big opportunities instantly

6. Overdue Invoice Reminder

• Trigger: Scheduled (daily at 9 AM)
• Condition: Invoice status = Overdue
• Action: Send email → "payment_reminder" template
• Result: Automatic payment follow-ups

7. Lead Scoring Update

• Trigger: Activity logged on lead
• Action: Update lead score based on engagement
• Result: Active leads rise to the top automatically

Approval Workflows

For actions requiring manager sign-off:

1. Submit for Approval — User submits a record
2. Approval Chain — Routes to the right approver
3. Approve / Reject — Manager takes action
4. Auto-Actions — On approval, trigger next steps

Common approval scenarios:

• Discounts above 20%
• Deals above $100,000
• Custom pricing quotes
• Expense reimbursements

Workflow Management

Activating / Deactivating

• Toggle workflows on/off without deleting them
• Inactive workflows don't trigger

Workflow Logs

• View execution history
• See which records triggered the workflow
• Check if actions succeeded or failed
• Debug issues with detailed logs

Best Practices

• Start simple — One trigger, one action
• Test before activating — Use test data first
• Don't over-automate — Keep human judgment for important decisions
• Monitor logs — Check for failures weekly
• Name clearly — "Auto-assign website leads" not "Workflow 1"
• Document conditions — Future you will thank present you

Tips

• Combine workflows for complex automations (e.g., assign + email + task)
• Use Scheduled workflows for daily/weekly batch operations
• Set up Escalation workflows — if no action in 48 hours, notify manager
• Use Webhooks to connect with external tools (Slack, Google Sheets, etc.)