Workflow Actions

About Actions¶

Actions define what happens after a trigger fires. You can chain multiple actions together to build complex automations.

Tip

Use the variable picker (click the (x+) icon) to browse available data from previous steps
Hover over any input field to see which step a variable comes from — helpful when the same field (e.g., ID) exists in multiple previous steps
Give each action a descriptive name for easier maintenance

Record Actions¶

Create Record¶

Adds a new record to a selected object.

Configuration:

Select the target object
Fill out the required and optional fields
Use data from previous steps or input values manually to populate fields

Output: The newly created record data is available for use in subsequent steps.

Update Record¶

Modifies an existing record in a selected object.

Configuration:

Select the target object
Choose the specific record to update.
- You can either choose a fixed record, using the drop down menu displaying all available records.
- Or you can have the record dynamically selected, by designating a record found in a previous step, using the (x+). You cannot search for the record based on different criteria at this stage. If you've not yet identified the record, add a Search Record step before this Update Record step.
Select fields to modify and enter new values

Output: The updated record data is available for use in subsequent steps.

Delete Record¶

Removes a record from a selected object.

Configuration:

Select the target object
Choose the specific record to delete

Output: The deleted record data remains available for use in subsequent steps.

Search Records¶

Finds records within a selected object using filter conditions.

Configuration:

Select the object to search
Set filter criteria to narrow results
Configure sorting and limits

Output: Returns matching records that can be used in subsequent steps.

Note

Limit: Search Records returns a maximum of 200 records. If you need to process more, add specific filters to reduce results or use scheduled workflows to process in batches.

Best Practice: Use branches after Search Records to handle "found" vs "not found" scenarios.

Upsert Record¶

Creates a new record or updates an existing one based on matching criteria. This is useful when you're not sure if a record already exists.

Configuration:

Select the target object
Note which fields can be used for matching: email for People, domain for Companies, ID for any object, or any field marked as Unique. You'll need to populate at least one of these below.
Fill out the field values. Do not forget to populate at least one of the unique identifiers.

Note

Matching usually works even better when adding only one unique identifier. For example, the screenshot below will match companies based on their domain. The ID is not necessarily needed.

Use data from previous steps to populate fields

How it works:

Searches for a record matching your criteria
If found → updates the existing record
If not found → creates a new record

Output: The created or updated record data is available for use in subsequent steps.

Flow Actions¶

Iterator¶

Loops through an array of records returned from a previous step, allowing you to perform actions on each record individually.

Configuration:

Select the array of records from a previous step (e.g., results from Search Records, from a Manual trigger with Bulk availability, from a Code node). When a Code or Logic Function step returns a top-level array, select its Whole list option to loop over the entire output.
Define the actions to perform on each record in the loop.

Note

You can add several actions within an Iterator.
When using branches inside an Iterator, make sure the last step of each branch connects back to the Iterator to close the loop.

Access Current Item Fields: to use fields from the record currently being processed, click on the Iterator step, then select Current item. The list of available fields from that record will be displayed and can be selected for use in subsequent actions. You can also select Use the whole item to pass the entire current item into a downstream step.

Filter¶

Filters records based on specified conditions, allowing only records that meet the criteria to pass through.

Configuration:

Select the record to filter
Define filter conditions and criteria
Configure which records should pass through to subsequent steps

Note

Output: Filter nodes don't return data—they act as gates. If the conditions are met, the workflow continues. If not, the workflow stops at that branch.
The IS operator can be used with numeric fields. It performs as an EQUAL.

Delay¶

Pauses workflow execution for a specified duration or until a specific date/time.

Delay Types:

Type	Description
Duration	Wait for a specific amount of time (days, hours, minutes, seconds)
Scheduled Date	Wait until a specific date and time

Configuration for Duration:

Set days, hours, minutes, and/or seconds
Combine multiple units (e.g., 2 days and 4 hours)

Configuration for Scheduled Date:

Select a date and time
Can reference a date field from a previous step (e.g., follow up 3 days after a meeting)

Use cases:

Wait 24 hours before sending a follow-up email
Pause until an opportunity's close date
Schedule actions for business hours

Note

The scheduled date cannot be in the past. If a date field from a previous step is used and the date has already passed, the workflow will fail.

Limits & Credits:

No maximum duration limit—you can set delays of minutes, days, weeks, or longer
1 credit consumed when the Delay node executes, regardless of duration
No credits consumed while waiting—a 5-minute delay costs the same as a 5-day delay

Communication Actions¶

Send Email¶

Sends an email from your workflow. This is great for templated group emails. Emails will look like the ones you send from your mailbox. It's not suited for newsletters (which require richer formatting) or automated email sequences.

Prerequisites: Add an email account in Settings → Accounts

Configuration:

Select the sender email account

Note

You can only send emails from mailboxes synced to your own Grovana account. Sending from other team members' mailboxes (e.g., the account owner's email) is on the roadmap.

For all the following steps, you can reference variables from previous steps for personalization.

Enter recipient email address.

Note

Only one recipient is possible at the moment.

Set subject line.
Compose message body. You can format links, create numbered lists, bullet point lists, and add attachments.

Note

Adding HTML signatures is not possible at the moment.

Form¶

Prompts a form during workflow execution to collect user input. The responses can then be used in subsequent steps to create records, send emails, or execute any other action based on the input.

Warning

Forms are designed for manual triggers only. For workflows with other triggers (Record Created, Updated, etc.), forms are only accessible via the workflow run interface, which is not the expected user experience. A notification center will be released in 2026 to properly support forms in automated workflows.

Configuration:

Configure the fields that users will be asked to fill. For each field, choose
- a type among text, number, date, a given record, a select field. Fields from all objects are available for selection.
- a label
- a default value under Placeholder (optional)
Edit the form title

Output: Form responses are available for use in subsequent steps.

Example: The "Quick Lead" workflow is available by default in all workspaces, available anywhere in the Command Menu Cmd+K.

How to fill the form:

Trigger your manual workflow from the Command Menu Cmd+K
Fill the form that is displayed in the side panel and click Submit.

Note

The fields cannot be made mandatory.

Integration Actions¶

App actions¶

Installed apps can add actions to the workflow builder. Select an available action, fill in its input fields, and test the step with sample data. Your administrator or implementation partner configures the underlying connection and behavior.

Code¶

A partner can prepare a custom action when the standard actions do not cover your task. Ask your administrator before changing a custom action or the credentials it uses.

HTTP Request¶

An administrator or implementation partner can configure a connection to an external service. Use the approved configuration and review its results in the workflow run. Contact your administrator if the connection fails or needs different access.

AI Actions¶

AI Agent - Coming Soon¶

Runs an AI agent within your workflow to perform intelligent tasks.

Configuration:

Agent: Select an existing AI agent or use the default agent
Prompt: Write the instruction for the AI agent
Reference variables from previous steps in the prompt

What AI Agents can do:

Analyze and summarize data
Classify or categorize records
Generate text content
Make decisions based on data
Interact with your CRM data using tools

Output: The AI agent's response is available for use in subsequent steps. If the agent has a structured output schema, the response will follow that format.

Note

AI Agent actions consume workflow credits based on the AI model used. See Workflow Credits for details.

Note

AI agents respect role-based permissions. You can assign specific roles to agents under Settings → Members → Roles to control what data they can access. See Permissions for details.