Smart Flows overview
Smart Flows (/smart-flows) is your workspace automation product. Use it when a business event should trigger actions automatically—send a WhatsApp template when a contact is created, assign a task when a deal moves stage, or route inbound messages to the right rep.
This Help covers Smart Flows only. Classic Workflows (/workflows) is not documented for tenant users—train your team on Smart Flows.
Video
Who uses Smart Flows
| Role | Typical use |
|---|---|
| Admin | Build flows, manage folders, monitor System Ops |
| Manager | Review execution stats, approve automation changes |
| Member | May run manual triggers; usually does not edit flows |
Permission key: smart_flows (and smart_flow_templates for Templates). Users without access will not see the Smart Flows sidebar section.
Key concepts
| Term | Meaning |
|---|---|
| Recipe | Plain-language builder: trigger → conditions → actions |
| Advanced Builder | Visual node canvas for branching, delays, and complex logic |
| Folder | Groups workflows by team or use case |
| Published / Live | Flow is active and enrolls contacts |
| Draft | Flow saved but not running |
| Enrollment | A contact (or record) currently moving through a flow |
How Smart Flows fits in the product
flowchart LR
A[Trigger event] --> B[Smart Flow]
B --> C[Conditions]
C --> D[Actions]
D --> E[Email / WhatsApp / Task / CRM update]
Smart Flows connects to Contacts, Deals, Inbox, Tasks, WhatsApp, and AI Employees. Populate Knowledge Hub before flows that use AI or conversational actions.
Sidebar navigation
Open Automation → Smart Flows in the sidebar:
| Label | Route | Purpose |
|---|---|---|
| Dashboard | /smart-flows | Folders, workflow list, stats |
| Create Flow | /smart-flows/recipe | Recipe builder (new flow) |
| Templates | /smart-flows/templates | Pre-built starting points |
| Advanced Builder | /smart-flows/builder | Node-based canvas |
| Trigger Events | /smart-flows/trigger-events | Debug why a trigger did or did not fire |
Additional routes (linked from dashboard, not sidebar):
| Route | Purpose |
|---|---|
/smart-flows/executions/:workflowId | Read-only execution snapshots |
/smart-flows/system | System Ops — provider health, DLQ, retries |
Smart Flows Dashboard
Path: /smart-flows
Page title: Smart Flows
Subtitle: Create and manage automation workflows with the recipe builder
Quick-action cards
Three cards at the top:
- Create New Flow — Build a new automation with triggers, conditions, and actions →
/smart-flows/recipe - Templates — Browse and use pre-built workflow templates →
/smart-flows/templates - System Ops — Provider health, DLQ and retry metrics →
/smart-flows/system
Folders and workflows table
The dashboard organizes flows into Folders. Click a folder to see its workflows.
Toolbar controls:
- Create folder — name your folder (e.g. "Lead nurture", "Support routing")
- Search… — filter by name
- Status filter: All status, Active, Draft, Paused, Error
- Refresh
Table columns:
| Column | What you see |
|---|---|
| Name | Flow name |
| Status | Published, Draft, Paused, or Error (click badge to change where supported) |
| Total enrolled | Contacts ever enrolled |
| Active enrolled | Currently in progress |
| Last updated / Created on | Timestamps |
| Stats | Info icon → opens executions |
Folder row actions (⋮): Rename, Move, Delete
Workflow row actions (⋮): Edit recipe, Advanced builder, Clone
Empty states
- No flows created yet. Create your first flow to get started. → Create flow
- No workflows match your search or filters. → Clear filters
Recipe builder vs Advanced Builder
| Use case | Builder |
|---|---|
| First automation, simple trigger + 1–3 actions | Create Flow (Recipe) |
| Branching, delays, drip sequences, many node types | Advanced Builder |
| Start from industry template | Templates → Use Template |
You can switch between them: from Recipe, select Open in advanced visual builder →. From Advanced Builder, select Edit in Recipe on saved flows.
See Create a Smart Flow and Advanced Builder.
Common tasks
| Task | Topic |
|---|---|
| Build your first automation | Create a Smart Flow |
| Use a Real Estate or Sales template | Smart Flows overview → Templates |
| Debug a missed trigger | Monitor executions + Trigger Events |
| Capture leads from forms | Triggers and forms |
| AI-powered steps | Create an AI Employee + Knowledge Hub |
Tips
Create folders before you have more than five flows—Lead gen, Onboarding, and Support are common groupings.
Keep one Draft copy when editing a live flow. Clone the flow, test in Draft, then publish changes.
Flows that send WhatsApp or email require integrations, approved templates, and sufficient credits.
Troubleshooting
| Problem | What to check |
|---|---|
| Sidebar missing Smart Flows | Role permission; Workspace modules — workflows module maps to Smart Flows |
| Flow shows Error status | Open Edit recipe → check incomplete actions (badge incomplete) |
| Trigger never fires | Trigger Events page → Workflow match diagnosis |
| Actions fail silently | System Ops → DLQ rate; open Executions for failed step |
| Team uses old Workflows menu | Redirect training to /smart-flows only |