All Workflows

The Workflow Module is a powerful automation system that allows you to create automated workflows triggered by specific events. Design complex automation flows with visual workflow builder to streamline your business processes.

🚀 Getting Started

Accessing the Module

1. Navigate to Workflow in the main menu
2. You’ll see the Workflow dashboard with folders on left and workflows on right
3. Click “Create Workflow” to build a new automation

🆕 First-Time Setup

1. Create Folders (Optional): Organize workflows by creating folders
2. Create Workflow: Click “Create Workflow” button
3. Build Automation: Use the visual builder to design your workflow
4. Activate: Set status to “Active” to start automation

🗺️ Interface Layout

• Left Panel: Folder list for organizing workflows
• Right Panel: Workflow list with search and filters
• Action Menu: 3-dot menu for quick actions (Edit, View, Preview, etc.)

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🗂️ Workflow Folders

📂 Creating Folders

1. Click ”+ Add” button in Folders section
2. Enter Folder Name
3. Click “Save” to create folder

🛠️ Managing Folders

• Edit Folder: Click 3-dot menu → Edit
• Delete Folder: Click 3-dot menu → Delete
• Reorder Folders: Drag folders using the drag handle icon
• Select Folder: Click folder name to filter workflows

🌟 Folder Features

• All Workflows: Default view showing all workflows
• Drag & Drop: Reorder folders by dragging
• Persistent Selection: Last selected folder is remembered
• Auto-scroll: Automatically scrolls to selected folder

🔄 Moving Workflows to Folders

1. Click 3-dot menu on workflow
2. Select “Change Folder”
3. Choose destination folder
4. Click “Save”

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✨ Creating Workflows

⚡ Quick Create

1. Click “Create Workflow” button
2. System auto-generates a workflow with default name
3. Redirects to Workflow Builder automatically
4. Start designing your automation flow

📝 Workflow Properties

• Name: Descriptive workflow name (e.g., “New Lead Notification”)
• Description: Optional description of workflow purpose
• Status: Draft, Active, or Inactive
• Created By: Auto-tracked creator information
• Created At: Auto-tracked creation date
• Updated At: Auto-tracked last modification date

🗃️ Workflow List Features

• Clickable Names: Click workflow name to open builder
• Search: Search workflows by name
• Sort: Sort by any column
• Status Badge: Visual status indicator (Active/Draft/Inactive)
• Actions Menu: Quick access to all workflow actions

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📋 Workflow List Actions

Access actions via 3-dot menu on each workflow:

Action	Description	Use Case
View Details	Shows workflow information	Review status, creator, dates, description
Edit	Opens workflow builder	Modify triggers and actions, update configuration
Preview Workflow	Visual workflow preview	See complete flow without execution
Change Folder	Move workflow to different folder	Organize workflows, update folder structure
Activate/Deactivate	Toggle workflow status	Start or pause automation
Duplicate	Creates workflow copy	Quick setup from existing workflows
Delete	Permanently removes workflow	Remove unwanted workflows (confirmation required)

🏗️ Workflow Builder

🎨 Builder Interface

The visual builder provides a canvas-based interface for creating automation flows:

1. Canvas Area: Main workspace for designing workflows
2. Trigger Section: Select workflow trigger event
3. Action Sections: Add multiple actions to execute
4. Configuration Panel: Configure trigger and action settings
5. Save Button: Save workflow changes

🛠️ Building a Workflow

🟢 Step 1: Configure Trigger

Triggers are displayed horizontally at the top of the canvas, making it easy to visually identify which event will start the workflow.

1. Select Trigger: Pick a trigger from a horizontal list of 40+ available options shown at the top.
2. Configure Settings: Adjust trigger-specific parameters using the configuration panel.
3. Preview: Get a quick summary of your trigger settings shown inline with the horizontal trigger layout.

🔵 Step 2: Add Actions

Actions are displayed vertically, stacking below the selected trigger. Each new action is added as a step below the previous one, creating a clear vertical sequence.

1. Click ”+ Action”: Add a new action, which will appear as the next vertical step.
2. Select Action Type: Choose the action from a list of available types.
3. Configure Action: Set action details (such as tags, notes, webhooks, etc.).
4. Add Multiple Actions: Continue adding actions in a vertical sequence to build multi-step automation flows.

🟣 Step 3: Configure Actions

Each action has specific configuration options:

Add Contact Tag

• Select tags to add to contact
• Multiple tags supported
• Tag selection via dropdown

Remove Contact Tag

• Select tags to remove from contact
• Multiple tags supported

Add Notes

• Enter note text
• Supports dynamic variables
• Auto-saves to contact timeline

Webhooks

• Enter webhook URL
• POST method with contact data
• Receives full contact information

Delete Contact

• Permanent deletion (use with caution)
• No configuration required
• Irreversible action

🟠 Step 4: Save & Activate

1. Save Workflow: Click save button
2. Set Status: Choose Active/Draft/Inactive
3. Test: Verify workflow execution

🧩 Builder Features

• Auto-save: Changes save automatically
• Visual Feedback: Real-time updates
• Validation: Prevents invalid configurations
• Undo Support: Revert changes if needed

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🟪 Workflow SOPs

A standard operating procedures (SOPs) for setting up and managing workflows .

Key Steps:

1. Define Trigger: Choose the event that will start the workflow (e.g., new contact, tag added, note updated).
2. Configure Actions: Select and customize actions (e.g., add tag, send webhook, delete contact).
3. Workflow Setting: Define logic to execute workflow actions only when certain criteria or rules are satisfied.
4. Save & Test: Save your workflow, set its status (Active, Draft, or Inactive), and run test executions before activating.

Best Practices:

• Use clear naming conventions for workflows.
• Test each workflow before making it active.
• Use tagging to organize and segment contacts efficiently.
• Review workflow logs for troubleshooting.

🎯 Available Triggers

👥 Contacts Category (7 Triggers)

Contact Created

Triggers when new contact is created
Use for: Welcome sequences, initial tagging
Configuration: No additional settings required

Contact Changed

Triggers when contact information updates
Use for: Data sync, update notifications
Configuration: Monitor specific field changes

Add Contact Tag

Triggers when tag is added to contact
Use for: Segmentation workflows
Configuration: Select specific tags to monitor

Remove Contact Tag

Triggers when tag is removed from contact
Use for: Unsegmentation workflows
Configuration: Select specific tags to monitor

Disposition Change

Triggers when contact disposition changes
Use for: Status-based automation
Configuration: Select disposition types to monitor

Note Added

Triggers when note is added to contact
Use for: Activity tracking
Configuration: Filter by note content or type

Note Changed

Triggers when note is modified
Use for: Update tracking
Configuration: Monitor specific note fields

📅 Appointments Category (2 Triggers)

Appointment Status

Triggers on appointment status change
Use for: Booking confirmations, reminders
Configuration: Select status types (confirmed, cancelled, etc.)

Customer Booked Appointment

Triggers when customer books appointment
Use for: Confirmation emails, calendar sync
Configuration: Filter by calendar or appointment type

📈 Opportunities Category (1 Trigger)

Pipeline Stage Change

Triggers when opportunity moves stages
Use for: Sales process automation
Configuration: Select pipeline and stages to monitor

🤖 AI Category (30 Triggers)

The AI category includes 30+ specialized triggers for AI agent interactions, call events, and AI-specific workflows. These triggers enable automation based on:

• AI call events (started, ended, transferred)
• AI agent responses and interactions
• AI booking confirmations
• AI call outcomes and dispositions
• AI conversation milestones

Note: AI triggers are automatically available when AI agents are configured in your system.

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🛠️ Available Actions

👤 Contact Actions

Add Contact Tag

Add tags to contact in GoHighLevel
Configuration: Select tags from dropdown
Use Case: Segmentation, workflow progression
Multiple Tags: Supported

Remove Contact Tag

Remove tags from contact
Configuration: Select tags to remove
Use Case: Un-segmentation, cleanup
Multiple Tags: Supported

Add Notes

Add note to contact timeline
Configuration: Enter note text
Use Case: Activity logging, documentation
Variables: Supports dynamic content

Remove Assigned User

Unassign user from contact
Configuration: No configuration required
Use Case: Contact reassignment, cleanup

Delete Contact

Permanently delete contact
Configuration: No configuration required
Use Case: Data cleanup, GDPR compliance
Warning: ⚠️ IRREVERSIBLE ACTION - Use with caution

🔌 Integration Actions

Webhooks

Send contact data to external URL
Configuration: Enter webhook URL
Method: POST request
Payload: Full contact details in JSON format
Use Case: External system integration, data sync
Headers: Standard JSON content-type

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🔄 Workflow Status

🟢 Status Types

Active

Workflow is running
Triggers: Being monitored
Actions: Execute automatically
Badge Color: Green

Inactive

Workflow is paused
Triggers: Not monitored
Actions: Do not execute
Badge Color: Gray

Draft

Workflow under development
Triggers: Not monitoring
Testing: Phase
Badge Color: Yellow

🔄 Changing Status

1. Click 3-dot menu on workflow
2. Select “Activate” or “Deactivate”
3. Confirm action
4. Status updates immediately

💡 Status Best Practices

• Draft: Use while building/testing workflows
• Active: Deploy after thorough testing
• Inactive: Temporarily disable without deleting

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🧑‍🔬 Testing Workflows

Test Mode

1. Set workflow to Draft status
2. Trigger event manually
3. Monitor execution
4. Verify actions execute correctly

Debugging

• Check trigger configuration
• Verify action settings
• Test with sample data
• Review execution logs

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