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Workflows

Why Workflows Matter

Grovana was built to bring maximum flexibility to its users. Rather than forcing you to adapt your business processes to rigid, pre-built features, workflows enable you to build automations that create the CRM that best supports your unique business use cases.

Workflows are Grovana's in-app feature for building these automations. They give you the building blocks to create exactly what your business needs, when it needs it.

What can I do with workflows?

We recommend building automations for two main purposes:

  1. Internal automations to facilitate your team's day-to-day: Reduce the amount of manual entries and repetitive tasks that slow down your team.
  2. Use connected tools: Work with integrations configured by your administrator or implementation partner.

Building Your First Workflow

Step 1: Create a New Workflow

  1. Go to Workflows accessible below the other objects
  2. Click + New Record
  3. Give your workflow a name

Step 2: Add a Trigger

Every workflow starts with a trigger. Choose from:

  • Record events: When a record is created, updated, or deleted
  • Schedule: Run at specific times (daily, weekly, etc.)
  • Manual: Triggered by a user action
  • Webhook: Triggered by a webhook

Step 3: Add Actions

After your trigger, add one or more actions:

  • Create Record: Add new records to any object
  • Update Record: Modify existing record data
  • Delete Record: Remove records from objects
  • Search Records: Find records matching criteria
  • Upsert Record: Create or update based on matching criteria
  • Iterator: Loop through arrays of records
  • Filter: Control which records proceed
  • Delay: Wait before continuing (duration or scheduled date)
  • Send Email: Send emails via your connected account
  • App actions: Use additional actions configured by your administrator
  • Form: Get inputs from users within Grovana UI at the time of execution
  • AI Agent (Coming soon): Run intelligent AI tasks

Step 4: Test and Activate

  1. Use the Test button to run your workflow with sample data
  2. Review the results to ensure it works as expected
  3. Toggle the workflow Active when ready

Workflow Best Practices

  • Edit step names: Rename your workflow steps to clearly describe what each one does. This helps with maintenance and makes it easier to hand off to coworkers
  • Leverage previous step data: You can use fields from records returned by any previous step in your workflow
  • Start simple: Begin with basic workflows and add complexity over time as you become more comfortable with the system
  • Plan before building: Map out your workflow logic before you start building to avoid getting stuck halfway through

Next Steps

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