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Actions are the steps workflows perform when triggered. From updating records to sending emails, actions automate your business processes.

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Understanding Actions

Actions are the “do” part of workflows:
  • Update records - Change field values
  • Create records - Generate new data
  • Send emails - Notify people
  • Call webhooks - Integrate with external services
  • Create tasks - Assign follow-ups
  • Run code - Custom logic (coming soon)
Each workflow can have multiple actions that run in sequence.

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Action Types

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Update Record

Modify fields on the record that triggered the workflow. Configuration: 
Action: Update Record
Fields:
  - Field: Status
    Value: "Qualified"
  - Field: Score
    Value: [Calculated value]
  - Field: Last Contacted
    Value: Today
Use cases:
  • Set default values
  • Calculate scores
  • Update timestamps
  • Change status
  • Auto-fill fields
Example: 
Trigger: Lead created

Actions:
  Update Lead:
    Status = "New"
    Source Date = Today
    Assigned Date = Today
    Owner = [Auto-assigned]
You can update any field, including relations, select fields, and calculated values.
Modify records related to the trigger record. Configuration: 
Action: Update Related Record
Relation: Company
Fields:
  - Field: Status
    Value: "Customer"
  - Field: Customer Since
    Value: Today
Use cases:
  • Update parent records
  • Sync data across relations
  • Cascade status changes
  • Maintain data consistency
Example: 
Trigger: Opportunity stage = "Closed Won"

Actions:
  Update Related Company:
    Status = "Customer"
    Last Purchase Date = Today
    Total Contract Value = [Sum of all opportunities]
  
  Update Related Contact:
    Status = "Active Customer"
    Last Activity = Today

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Create Record

Generate new records in any object. Configuration: 
Action: Create Record
Object: Tasks
Fields:
  Name: "Follow up with [Contact.Name]"
  Due Date: [Trigger Date] + 3 days
  Assigned To: [Opportunity.Owner]
  Priority: "High"
  Related To: [Trigger Record]
Use cases:
  • Create follow-up tasks
  • Generate default activities
  • Spawn related records
  • Duplicate records
Example: 
Trigger: Opportunity stage = "Closed Won"

Actions:
  Create Task 1:
    Object: Tasks
    Name: "Send welcome email to [Company]"
    Assigned To: [Opportunity.Owner]
    Due Date: Today + 1 day
    Priority: "High"
  
  Create Task 2:
    Object: Tasks
    Name: "Schedule kickoff call"
    Assigned To: "Customer Success Manager"
    Due Date: Today + 3 days
    Priority: "High"
  
  Create Project:
    Object: Projects
    Name: "[Company] - Implementation"
    Company: [Opportunity.Company]
    Start Date: Today
    Status: "Planning"

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Delete Record

Remove records (use with caution). Configuration: 
Action: Delete Record
Record: [Trigger record or related record]
Confirmation: Required
Use cases:
  • Clean up invalid data
  • Remove temporary records
  • Archive completed items
  • Cascade deletes
Example: 
Trigger: Project status = "Cancelled"

Actions:
  Delete all related tasks:
    Where: Status ≠ "Completed"
  
  Archive project data:
    Export to archive before deleting
  
  Delete Project:
    Confirmation: Required
Deleted records cannot be recovered. Consider deactivating or archiving instead.

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Send Email

Send automated emails to users or contacts. Configuration: 
Action: Send Email
To: [Recipients]
Cc: [Optional]
Subject: "Your subject line"
Body: "Email content with [Variables]"
Attachments: [Optional files]
Use cases:
  • Notifications
  • Reminders
  • Status updates
  • Welcome emails
  • Follow-ups
Example: 
Trigger: Opportunity stage = "Proposal"

Actions:
  Send Email:
    To: [Opportunity.Primary Contact.Email]
    Cc: [Opportunity.Owner.Email]
    Subject: "Proposal for [Company.Name]"
    Body: |
      Hi [Contact.First Name],
      
      Thank you for your interest in our services. 
      I'm pleased to share our proposal for [Opportunity.Name].
      
      Proposal value: $[Opportunity.Amount]
      Proposed start date: [Opportunity.Expected Close Date]
      
      Please review and let me know if you have any questions.
      
      Best regards,
      [Opportunity.Owner.Name]
    Attachments:
      - Proposal PDF (generated)
Email variables: Use field values in emails: 
[Record.Field] - Any field from trigger record
[Related.Field] - Fields from related records
[Today] - Current date
[User.Name] - Current user

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Send Notification

Send in-app notifications to workspace users. Configuration: 
Action: Send Notification
To: [User or user list]
Title: "Notification title"
Message: "Notification message"
Link: [Optional record link]
Use cases:
  • Alert team members
  • Task assignments
  • Status changes
  • Urgent updates
Example: 
Trigger: Task assigned to me

Actions:
  Send Notification:
    To: [Task.Assigned To]
    Title: "New task assigned"
    Message: "[Assignee.Name] assigned you: [Task.Name]"
    Link: [Task record]
    Priority: Normal

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Call Webhook

Send HTTP requests to external services. Configuration: 
Action: Call Webhook
URL: https://api.example.com/endpoint
Method: POST
Headers:
  Content-Type: application/json
  Authorization: Bearer [API Key]
Body:
  recordId: [Record.ID]
  action: "updated"
  data: [Record fields]
Use cases:
  • Integrate with third-party services
  • Trigger external automations
  • Sync data to other systems
  • Send to analytics platforms
Example: 
Trigger: Opportunity stage = "Closed Won"

Actions:
  Call Webhook:
    URL: https://billing.example.com/create-subscription
    Method: POST
    Headers:
      Authorization: "Bearer abc123..."
    Body:
      customerId: [Company.External ID]
      planId: [Opportunity.Product]
      amount: [Opportunity.Amount]
      startDate: [Today]
    
  Wait for response:
    Store subscription ID in Opportunity.Subscription ID

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Assign to User

Change record ownership or assignment. Configuration: 
Action: Assign to User
Field: Owner (or any user field)
User:
  - Specific user
  - Round robin
  - Based on rules
  - Related record owner
Use cases:
  • Auto-assign leads
  • Distribute workload
  • Transfer ownership
  • Escalate to managers
Example: 
Trigger: Lead created

Actions:
  Assign Owner:
    If Lead.Country = "United States":
      Owner = "Alice (US Sales)"
    
    Else if Lead.Country = "United Kingdom":
      Owner = "Bob (UK Sales)"
    
    Else if Lead.Value > $100,000:
      Owner = "Enterprise Sales Team" (Round Robin)
    
    Else:
      Owner = "Sales Development Team" (Round Robin)

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Wait/Delay

Pause execution before next action. Configuration: 
Action: Wait
Duration:
  - Minutes
  - Hours
  - Days
  - Until specific date/time
Use cases:
  • Delayed follow-ups
  • Reminder sequences
  • Time-based escalations
  • Scheduled checks
Example: 
Trigger: Proposal sent

Actions:
  Wait: 3 days
  
  Check if Opportunity.Stage changed:
    If Stage still = "Proposal":
      Send Email:
        To: [Primary Contact]
        Subject: "Following up on proposal"
        Body: "Just checking if you have questions..."
      
      Send Notification:
        To: [Opportunity.Owner]
        Message: "Follow up reminder sent to [Contact]"
    
  Wait: 4 more days
  
  Check again:
    If Stage still = "Proposal":
      Update Opportunity:
        Stage = "Proposal - Needs Attention"
      
      Notify: Sales Manager
Wait actions keep workflows running over time. Long delays use minimal resources.

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Conditional Actions

Run different actions based on conditions. Configuration: 
Action: Conditional Branch
Conditions:
  If [Condition 1]:
    [Actions A]
  Else if [Condition 2]:
    [Actions B]
  Else:
    [Actions C]
Example: 
Trigger: Opportunity amount changed

Actions:
  If Amount > $100,000:
    Update Opportunity:
      Priority = "High"
      Tier = "Enterprise"
    
    Assign Owner:
      Team = "Enterprise Sales"
    
    Send Notification:
      To: "VP Sales"
      Message: "High-value opportunity needs attention"
  
  Else if Amount > $50,000:
    Update Opportunity:
      Priority = "Medium"
      Tier = "Commercial"
    
    Keep current owner
  
  Else:
    Update Opportunity:
      Priority = "Standard"
      Tier = "SMB"
    
    Assign Owner:
      Team = "Inside Sales" (Round Robin)

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Using Variables in Actions

Reference field values dynamically:

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Record Fields

[Record.Field Name]
Examples:
  • [Opportunity.Amount]
  • [Company.Name]
  • [Contact.Email]
[Relation.Field Name]
Examples:
  • [Opportunity.Company.Industry]
  • [Task.Owner.Email]
  • [Project.Manager.Name]

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System Variables

[Today] - Current date
[Now] - Current date and time
[Current User] - User who triggered
[Workspace] - Workspace name

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Calculations

[Field] + 30 days
[Amount] * 0.1
[Count] + 1

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Action Sequences

Actions run in the order you define: 
Workflow: Opportunity Won Process

Actions:
  1. Update Opportunity:
     Close Date = Today
     Status = "Won"
  
  2. Update Related Company:
     Customer Status = "Active"
     Customer Since = Today
  
  3. Create Project:
     Name = "[Company] - Implementation"
     Start Date = Today + 7 days
  
  4. Create Tasks (3 tasks):
     - Kickoff call
     - Send welcome package  
     - Schedule training
  
  5. Send Email to Customer:
     Welcome and next steps
  
  6. Send Notification to Team:
     New customer alert
  
  7. Call Webhook:
     Create subscription in billing system
  
  8. Wait: 1 day
  
  9. Create Follow-up Task:
     Check if kickoff scheduled
Actions execute one at a time. If one fails, subsequent actions may not run.

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Action Best Practices

Sequence matters:✅ Good order:
  1. Update record data
  2. Create related records
  3. Send notifications
  4. Call external services
This ensures data is ready before notifications and external calls.
Make workflows reusable:✅ Good:
Email Subject: "Welcome, [Contact.First Name]!"
Task Name: "Follow up with [Company.Name]"
❌ Hardcoded:
Email Subject: "Welcome, John!"
Task Name: "Follow up with Acme Corp"
Plan for failures:
Action: Call Webhook
  If webhook fails:
    Create Task:
      Name: "Manual sync needed for [Record]"
      Assigned To: Admin
    
    Send Notification:
      To: Admin
      Message: "Webhook failed, manual action required"
One workflow = one purpose:
  • Don’t combine unrelated actions
  • Create separate workflows for separate processes
  • Makes debugging and maintenance easier
Verify actions work:
  1. Test with sample data
  2. Check each action’s output
  3. Verify variables resolve correctly
  4. Test error scenarios

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Action Limits

  • Max actions per workflow: 50
  • Max execution time: 60 seconds
  • Max email recipients: 100 per email
  • Webhook timeout: 30 seconds
  • Max delay: 365 days

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Troubleshooting Actions

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Action Failed

Common causes:
  • Required field missing
  • Invalid field value
  • Permission denied
  • External service unavailable
  • Timeout exceeded
Solution: Check execution log for specific error message.

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Variable Not Resolving

Check:
  • Field name spelled correctly
  • Field exists on record
  • Relation is not empty
  • Correct syntax: [Object.Field]

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Email Not Sent

Check:
  • Recipient email valid
  • Email quota not exceeded
  • Template variables correct
  • Workspace email settings

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Webhook Failed

Check:
  • URL is correct and accessible
  • Authentication headers valid
  • Request body format correct
  • External service is online
  • Timeout not exceeded

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Next Steps

Workflow Triggers

Learn when to start workflows

Automation Guide

See complete workflow examples

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