Automation Flow Builder

- Automation Flow Builder – Complete Business Description

- What Is the Automation Flow Builder?

The Automation Flow Builder is the place where you design the complete automated journey that happens after an event occurs in the system.

If an event answers “WHEN should something happen?”,

then the Automation Flow Builder defines “WHAT should happen, step by step.”

This page transforms your business logic into automatic actions, removing the need for manual work.

- Why This Page Is So Important

Before automation:

Team members send emails manually
Tasks are forgotten
Follow-ups are inconsistent
Processes depend on people remembering steps

After using the Automation Flow Builder:

Actions happen instantly and correctly
Every customer gets the same experience
Teams save hours every day
No steps are skipped
Business processes run on autopilot ?

- Where the Automation Flow Builder Fits

The automation system works in two connected stages:

Automation Table
- Defines which event triggers automation
- Example: New lead created, status changed, payment received
Automation Flow Builder ✅ (this page)
- Defines everything that should happen next
- Example: Send message → assign team → create task → update data

Without this page, automation has no actions.

- Visual Layout – How the Page Feels

When users open the Automation Flow Builder, they see:

A clean, visual workspace
A row of action icons at the top
A central “Drop Here” area
A list of configured actions below

This design helps users think visually, not technically.

- How Automation Works on This Page

Automation on this page works like a story:

“When something happens → do this → then do that → then finish”

Actions always run:

In the exact order you place them
From top to bottom
With optional delays between steps

- What Are Automation Actions?

Automation actions are instructions that tell the system what to do without human involvement.

Each action replaces something a person would normally do manually.

Examples:

Sending a message
Assigning a customer
Creating a task
Updating information
Opening a ticket
Triggering another process

- Communication Actions – Automatic Messaging

Communication actions allow the system to talk automatically to customers and team members.

✉️ Send Email

This action automatically sends an email when the automation runs.

It is commonly used for:

Welcome emails
Order confirmations
Status updates
Follow-ups

Emails can be personalized with customer details, making them feel human even though they are automated.

- Send SMS

This action sends an automatic text message.

It is perfect for:

Short reminders
Appointment alerts
Urgent notifications

SMS actions ensure messages are delivered quickly and seen immediately.

- Send WhatsApp

This action sends a WhatsApp message automatically.

It is ideal for:

High-engagement communication
Friendly reminders
Confirmations
Conversational messaging

WhatsApp automation helps businesses stay close to customers without manual effort.

- Send Notification

This action sends an internal system notification to staff members.

It is commonly used to:

Alert sales teams
Notify managers
Inform support teams

This keeps teams informed in real time.

- Send Audio

This action sends a voice or audio message automatically.

Used when:

Personal tone is important
Instructions are better spoken than written

- Customer Management Actions – Control & Organization

These actions help organize customers, assign responsibility, and maintain clean data.

- Share With User

Automatically assigns or shares a customer with a specific team member.

This ensures:

Clear ownership
Faster response times
No missed leads

- Share With Organization Member

Shares the customer with higher-level users or managers.

Useful for:

Escalations
Oversight
Collaboration

❌ Remove Team Member

Automatically removes a user’s access to a customer.

This keeps permissions clean and up to date.

- Move to Folder

Automatically moves customers into folders that represent workflow stages.

Folders help:

Organize pipelines
Track progress
Separate customer types

- Add Tag

Adds a label to the customer automatically.

Tags are used for:

Segmentation
Filtering
Reporting
Marketing campaigns

- Remove Tag

Removes outdated or irrelevant tags automatically, keeping data accurate.

- Change Status

Updates the customer’s main lifecycle status.

This shows:

Where the customer is in the journey
Progress at a glance

- Internal Status

Updates internal workflow statuses used by teams but not visible to customers.

- Change Custom Fields

Automatically updates calculated or custom values.

Useful for:

Scoring
Flags
Internal logic

- Update Customer Fields

Updates standard customer information like name, email, phone, or address automatically.

- Remove from Campaign

Automatically removes customers from marketing campaigns when they no longer qualify.

✅ Task & Workflow Actions – Get Work Done Automatically

These actions create and manage tasks and responsibilities.

- Add Mission

Creates a task automatically for a team member.

This ensures:

Follow-ups are never forgotten
Work is assigned instantly

✔️ Mission Done

Marks a task as completed automatically when conditions are met.

- Remove Missions

Deletes unnecessary or outdated tasks automatically.

⏰ Reminder

Creates reminders for staff or customers.

Perfect for:

Follow-ups
Deadlines
Appointments

- Start Flow

Triggers another automation flow.

Used for:

Multi-step business processes
Advanced automation chains

⛔ Stop Automation

Stops the automation immediately.

Useful when:

A condition fails
No further actions are needed

- Open Appointment

Automatically schedules or opens appointments in the system.

- Document Actions – Collect Information & Approvals

✍️ Send PDF to Sign

Automatically sends documents for electronic signature.

Used for:

Contracts
Agreements
Approvals

- Send Form

Sends a form to collect information automatically.

Used for:

Onboarding
Surveys
Data collection

- Integration & Marketing Actions – System Connections

- API Call

Sends information to external systems automatically.

Used for:

Integrations
Webhooks
Synchronization

- Campaign Actions

Automatically adds customers to marketing campaigns, lists, or courses.

These actions power:

Email marketing
Training flows
Customer journeys

- Special Actions – Advanced & Industry-Specific

These actions support:

Project creation
Support tickets
Room reservations
WhatsApp group management
Subscriber systems
Custom business workflows

They allow the automation system to adapt to any industry.

⏱️ Delays – Control the Timing

Each action can:

Run immediately
Run after minutes
Run after hours
Run after days
Run at a specific time

Delays help:

Avoid spamming customers
Respect working hours
Create natural communication timing

- Final Summary

The Automation Flow Builder is the heart of business automation.

It allows you to:

Define exactly what happens
Control timing and order
Replace manual work
Ensure consistency
Scale operations effortlessly

✨ In simple terms:

Events decide WHEN automation starts.
Actions decide WHAT the system does.