Introduction to Workflow Rules

Workflow rules in BoldSales automate routine tasks that slow down sales processes. They ensure follow-ups, updates, and notifications happen automatically, so teams can focus on customers, conversations, and advancing deals instead of managing repetitive actions.

Workflow rules monitor key events like record creation, updates, inbound & outbound emails, or scheduled times and trigger actions instantly based on those events. This keeps work moving smoothly and maintains clear, scalable, and easy-to-manage processes even as your team or operations grow.

Workflow rules add reliability to your system, reduce errors, support clear ownership, and keep data accurate. They keep tasks and updates aligned with your workflow.

A workflow rule is an automated instruction that runs when a record meets defined criteria. When the trigger occurs, the system checks the conditions and, if they match, automatically performs the required actions keeping your processes consistent and predictable.

Use cases

Reducing repetitive work

Teams often spend time performing the same updates, follow-ups, and notifications repeatedly. Workflow rules automate these steps, so teams remain focused on customer engagement instead of administrative tasks.

Improving consistency across processes

Rules ensure every record is handled consistently when the same events occur. Whether a task needs to be created, a field updated, or an owner assigned, workflow rules apply the same process every time.

Helping teams collaborate with clarity

Automated updates and assignments help teams understand who is responsible for each step. This clarity strengthens coordination, especially in environments where many users handle shared data or handoffs.

Keeping information accurate and up to date

When fields update automatically based on changes elsewhere, your system stays clean and reliable. This helps sales and operations teams work confidently with accurate information.

Accessing the workflow rules

Go to Setup > Process Management > Workflow Rules or Setup > Automation > Workflow Rules from the left sidebar menu.

On the workflow rules page, you can switch between Active and Inactive Workflow Rules. The list displays details such as workflow Name, Trigger module, Trigger type, Last modified on, Last modified by, Created on and Created by.

You can also Filter and Reorder workflow rules from this page.

Creating a workflow rule

Creating a workflow rule includes the following components:

Setting the Trigger

The trigger is an event that determines when the automation runs.

A trigger occurs when a record (Contacts, Companies, Pipelines, Tasks, Event, Sales Documents, Emails) is created, edited, created or edited, and when a date or time condition is met. It is an event that initiates automation.

Applying Conditions

Conditions help you control which records a workflow rule should apply to. They are optional, but very useful when your automation should only run in specific situations such as high priority tasks or deals in certain stages.

• If no conditions are added, actions run for all records reaching the trigger.
• If conditions are defined, actions run only when those conditions are met.

For more information, refer to Understanding Triggers and Conditions.

Steps to create a workflow rule

1. Click  to open the workflow rule creation form.
2. Click the icon in the top-left of your form, enter the Workflow rule name and optionally add a description to explain its purpose.
3. Under WHEN, select the Trigger module and the Trigger type to define when the automation should run.
4. When the Trigger type is set to Record created/Edited or Record edited, a new field called Occurrence appears. You can choose to run the trigger every time the record is edited or only the first time it is edited.
   
5. Click Add Condition, conditions are optional.

• No conditions - actions will be executed directly.
• Conditions added - actions run only when those conditions are met.

6. Click to continue.

Note: Fields marked with an asterisk are required before adding a workflow rule.

Defining actions

Actions are the automated outcomes. This include sending emails, updating fields, creating tasks, assigning record owners, or supporting next steps in a larger process. Each workflow rule can contain multiple actions (Instant/Delayed), allowing you to automate several steps from one trigger.

Choose the Action the system should perform when the workflow runs. Actions can be executed instantly or after a delay.

Instant actions

These actions are executed immediately after the trigger occurs.

Select an action such as Update field, Assign owner, Send email etc. Define your action in the fields provided.

Click Add Action to include additional instant actions.

Delayed action

These actions are executed after a specified delay.

1. Choose the delay time by clicking the icon then 
2. Select an action such as Add task, Add note, Send email, Trigger webhook etc. Define your action in the fields provided.
3. Add multiple delayed actions as needed.

You can include multiple actions in both the instant and delayed sections to support your workflow requirements.

To delete an action, click the more actions (three dots) next to each action then 

For more information on actions, refer to Instant Actions and Delayed Actions.

Saving and activating the rule

After completing the setup, click  to save the rule. All new workflow rules are saved in  state by default, you can manually switch the workflow to mode by clicking the toggle button at the top of the form before saving the workflow.