Workflows

Workflows is GEMS CRM’s no-code automation engine — letting you define when something should happen, under what conditions, and what action to take automatically, without writing a single line of code.

Workflow List View

A management view of every automation rule configured across the CRM.

What You’ll See

• Header Metrics – Total, My Leads, Open, Lost
• Workflows Grid – Name, Object, Rule Type, Status

Each row includes View, Edit, and Delete actions.

Toolbar Actions

• New Workflow (+) – opens the Create Workflow popup
• Refresh, Settings, Filter, Sort, Reset, Actions

Good to Know

• Draft workflows are visible but never execute — only workflows with Status = Active participate in runtime automation
• Delete performs a soft delete
• Clone creates a duplicate workflow, always starting in Draft status, so you can safely experiment with a copy before activating it

Building a Workflow

Step 1: Create Workflow Popup

• Object – the CRM object this workflow applies to (Lead, Opportunity, etc.) — mandatory
• Name – mandatory
• Timing – mandatory: On Create, On Save, On Create & Save, or Schedule
• Description – optional

Clicking Next creates the workflow immediately in Draft status and opens the Workflow Editor.

Step 2: Overview Tab

Shows your Object, Name, Timing, and Description as read-only reference, plus the Condition Builder where you actually define the rule logic.

Building Conditions

Each condition row is built from Field | Operator | Value:

• The Field dropdown loads dynamically based on your selected Object’s metadata
• Available Operators depend on the field type:
  • Text → Equals, Not Equals, Contains
  • Number → Equals, Greater Than, Less Than, Greater/Equal
  • Date → Equals, Before, After
  • Picklist → Equals, Not Equals
  • Boolean → True/False
• The Value input adapts automatically too — a dropdown for picklists, a search popup for lookups, manual entry for text, a numeric input for numbers, a date picker for dates

You can combine multiple condition rows with AND/OR logic and organize them into logical groups for more complex rules.

Step 3: Action Tab

Choose a Rule Type, and the interface adapts to show the relevant fields:

Email Action

• Subject, Sender Name, Sender Email
• Business Role – the email is sent to every user mapped to this role
• Template Upload and Placeholder Mapping

Field Update Action

• Target Field and New Value — automatically updates the record’s field the moment conditions are met

Notification Action

• Message, Target Role, Priority — creates an internal system notification for the targeted role

Step 4: Preview Tab

A read-only validation screen showing your full Overview details, all configured conditions, and the action configuration — a final check before going live.

From here, the Actions Menu offers:

• Activate — the system checks that at least one condition and one action exist (and optionally checks for conflicting active workflows) before allowing this
• Deactivate
• Edit
• Clone

Workflow Detailed View

A complete, read-only reference for reviewing a workflow’s full configuration — useful for validation, governance review, and audit purposes.

Overview Section

Object, Workflow Name, Timing, Description, Status, and full authorship details (Created By/On, Last Modified By/On).

• Object and Timing can never be changed once the workflow is Active — these are locked in early to protect the automation logic

Condition Section

Every condition exactly as configured — Field, Operator, Value, and how they’re logically grouped and combined. If nothing has been set up, this simply shows “No Conditions Configured.”

Action Section

Displays whatever action type is configured — Email, Field Update, or Notification — with its full configuration details, rendered dynamically based on the type.

Schedule Section

Only appears if Timing is set to Schedule, showing Frequency (Daily/Weekly/Monthly), the Next Run Time, and the underlying Cron Expression.

Actions Available

The three-dot menu offers Activate (if Draft or Inactive), Deactivate (if Active), Edit, Clone, and Delete.

Good to Know

• Draft workflows can be freely edited at any time
• Active workflows require deactivation first before any structural changes can be made
• Deleting a workflow never removes its execution history — past logs remain intact for audit purposes even after the workflow itself is gone

How Execution Works

Once a workflow is Active:

1. A qualifying business event occurs (a record is created, saved, or a scheduled time arrives)
2. The Workflow Engine identifies all Active workflows tied to that event and object
3. Each workflow’s conditions are evaluated against the record
4. If conditions are met, the configured action executes — sending an email, updating a field, or firing a notification
5. Every execution is logged, whether it succeeds or fails, giving you a full audit trail of automation activity