Introduction to Workflows and Automations

What is Automation Workflow?

Automation workflow refer to a series of defined, repeatable steps or processes through which a piece of work passes from initiation to completion. Workflows can be sequential, with each step dependent on the completion of the previous one, or parallel, with multiple steps occurring simultaneously.

Few of the benefits of using Automations

• Increased Efficiency: Automating routine tasks speeds up processes and reduces the time employees spend on manual activities, allowing them to focus on more strategic work.
• Consistency and Accuracy: Automation ensures tasks are performed consistently and accurately, reducing the risk of human error and improving the quality of outcomes.
• Cost Savings: By reducing the need for manual intervention, businesses can lower labor costs and minimize operational expenses.
• Scalability: Automated workflows can easily scale to handle increased volumes of work without requiring additional resources.

Details

Triggers and Actions are the basic building blocks for workflows.

Trigger

Trigger: A trigger is an event that initiates an automated process. For example, receiving a new email can trigger an automation to categorize and forward the message. Below is the list of Triggers currently supported in GHL Workflow for you to automate from. 

Name	Category	Explanation
Abandoned Checkout	Shopify	Triggered when a customer abandons their checkout process.
Appointment Status	Appointment	Triggered by changes in the status of an appointment (e.g., confirmed, canceled).
Birthday Reminder	Reminder	Triggered as a reminder for a contact’s birthday.
Call Status	Conversations	Triggered by a change in the status of a call (e.g., completed, missed).
Category Completed	Memberships	Triggered when a membership category is completed.
Contact Changed	Contact	Triggered when a contact’s information is updated.
Contact Created	Contact	Triggered when a new contact is added.
Contact DND	Contact	Triggered when a contact is marked as Do Not Disturb.
Contact Tag	Contact	Triggered when a tag is added or removed from a contact.
Custom Date reminder	Reminder	Triggered as a reminder for a custom date set by the user.
Customer booked appointment	Appointment	Triggered when a customer books a new appointment.
Customer replied	Conversations	Triggered when a customer replies to a message.
Email Events	Conversations	Triggered by events related to email (e.g., opened, clicked, bounced).
Facebook lead form submitted	Integrations	Triggered when a Facebook lead form is submitted.
Form submitted	Forms	Triggered when a form is completed and submitted.
Inbound webhook trigger	Premium Action	Triggered by an incoming webhook event
Invoice	Payments	Triggered by actions related to invoices (e.g., created, paid).
Courses New Signup	Memberships	Triggered when a new membership signup occurs.
Courses User Login	Memberships	Triggered when a user logs into their membership account.
Note Added	Notes	Triggered when a new note is added to a record.
Note Changed	Notes	Triggered when an existing note is modified.
Offer Access Granted	Memberships	Triggered when access to an offer is granted to a user.
Offer Access Removed	Memberships	Triggered when access to an offer is removed from a user.
Opportunity status changed	Opportunities	Triggered when the status of an opportunity is updated.
Order Form Submission	Order Form	Triggered when an order form is submitted.
Order Form Submission V2	Order Form	Triggered by the submission of a new version of an order form.
Order Fulfilled	Shopify	Triggered when an order is fulfilled and ready for shipment.
Order Placed	Shopify	Triggered when a new order is placed.
Pipeline stage changed	Opportunities	Triggered when an opportunity moves to a different stage in the pipeline.
Product Access Granted	Memberships	Triggered when access to a product is granted to a user.
Product Access Removed	Memberships	Triggered when access to a product is removed from a user.
Product Completed	Memberships	Triggered when a user completes a product.
Stale Opportunities	Opportunities	Triggered when an opportunity remains inactive for a set period.
Survey submitted	Surveys	Triggered when a survey is completed and submitted.
Task Added	Task	Triggered when a new task is created.
Task reminder	Reminder	Triggered as a reminder for a scheduled task.
TikTok form submit	Integrations	Triggered when a TikTok form is submitted.
Trigger Link Clicked	Triggerlink	Triggered when a specific trigger link is clicked.
Number Validation	Conversations	Triggered when there’s an error validating a Twilio message.
Video Tracking	Media	Triggered by specific events in video tracking (e.g., played, paused).

Action

Action: An action is the task performed in response to a trigger. For instance, once an email is received (trigger), the system might automatically save its attachment to a cloud storage service (action).

Name	Group	Explanation
Create Update Contact	Contact	Create a new contact or update an existing contact’s details.
Find Contact	Contact	Search for a contact based on specified criteria.
Update Contact Field	Contact	Modify specific fields in a contact’s record.
Add Contact Tag	Contact	Add a tag to a contact to categorize them.
Remove Contact Tag	Contact	Remove a tag from a contact.
Assign User	Contact	Assign a contact to a specific user.
Remove Assigned User	Contact	Remove the user assignment from a contact.
Edit Conversation	Conversations	Make changes to an existing conversation thread.
DND Contact	Contact	Mark a contact as Do Not Disturb to stop communication.
Add Notes	Notes	Add a note to a contact’s record.
Task Notification	Notifications	Send a notification about a task.
Copy Contact To Sub account	Contact	Copy a contact’s information to a sub account.
Email	Communication	Send an email to a contact.
SMS	Communication	Send an SMS message to a contact.
Slack Message	Communication	Send a message via Slack.
Call	Communication	Initiate a phone call to a contact.
Voicemail	Communication	Leave a voicemail for a contact.
Messenger	Social Media	Send a message via Facebook Messenger.
Instagram DM	Social Media	Send a direct message on Instagram.
Manual SMS	Communication	Manually send an SMS message.
Manual Call	Communication	Manually initiate a phone call.
GMB	Communication	Post updates to Google My Business.
Internal Notification	Notifications	Send an internal notification to team members.
Review Request	Communication	Send a request for a review.
Conversation AI	AI Communication	Use AI to handle conversations.
FB Interactive Messenger	Social Media	Use interactive features in Facebook Messenger conversations.
IG Interactive Messenger	Social Media	Use interactive features in Instagram Messenger conversations.
Respond On Comment	Social Media	Respond to a comment on social media.
Webhook	Integrations	Send data to a specified URL via a webhook.
Custom Webhook	Integrations	Send custom data to a specified URL via a webhook.
Google Sheets	Integrations	Interact with Google Sheets (e.g., add or update rows).
If Else	Logic	Perform actions based on conditional logic.
Wait	Workflow Control	Pause the workflow for a specified duration.
Workflow Goal	Workflow Control	Set a goal within a workflow to track progress.
Workflow Split	Workflow Control	Split the workflow into multiple paths.
Update Custom Value	Data Management	Update custom values or variables.
Goto	Workflow Control	Jump to a specific step in the workflow.
Date time Formatter	Data Management	Format date and time values.
Number Formatter	Data Management	Format numeric values.
Math Operation	Data Management	Perform mathematical operations.
Event Start Date	Data Management	Set or update the start date of an event.
Add To Workflow	Workflow Control	Add a contact to a specific workflow.
Remove From Workflow	Workflow Control	Remove a contact from a specific workflow.
Remove From All Workflows	Workflow Control	Remove a contact from all active workflows.
Array Functions	Data Management	Perform operations on arrays.
Drip	Communication	Send a series of messages (drip campaign).
Text Formatter	Data Management	Format text values.
Custom Code	Integrations	Run custom code snippets.
ChatGPT	AI Communication	Use ChatGPT for generating responses or content.
Add Appointment Booking AI Bot	AI Communication	Use AI to handle appointment bookings.
Send To Eliza	AI Communication	Send data to the Eliza AI bot for processing.
Update Appointment Status	Appointment	Change the status of an appointment.
Create Opportunity	Opportunities	Create a new sales opportunity.
Remove Opportunity	Opportunities	Delete an existing sales opportunity.
Stripe One Time Charge	Payments	Process a one-time charge via Stripe.
Google Analytics	Integrations	Send data to Google Analytics.
Google Adword	Integrations	Interact with Google AdWords for advertising purposes.
Facebook Add To Custom Audience	Integrations	Add a contact to a Facebook Custom Audience.
Facebook Remove From Custom Audience	Integrations	Remove a contact from a Facebook Custom Audience.
Facebook Conversion API	Integrations	Send conversion data to Facebook via API.
Add To Affiliate Manager	Integrations	Add a contact to the affiliate management system.
Update Affiliate	Integrations	Update an affiliate’s details.
Add To Affiliate Campaign	Integrations	Add a contact to an affiliate campaign.
Remove From Affiliate Campaign	Integrations	Remove a contact from an affiliate campaign.
Membership Grant Offer	Memberships	Grant access to a membership offer.
Membership Revoke Offer	Memberships	Revoke access to a membership offer.
IVR Gather	IVR	Collect input from a caller using IVR.
IVR Say	IVR	Play a message to a caller using IVR.
IVR Connect Call	IVR	Connect a caller to another phone number using IVR.
IVR Hangup	IVR	End a call using IVR.
IVR Collect Voicemail	IVR	Record a voicemail from a caller using IVR.