Creating your first workflow in Vetta

Creating a workflow in Vetta takes seven steps: open Workflows, start a new workflow, choose a template or a blank canvas, define a trigger, add actions, add conditions if you need them, and activate. Until you activate it, the workflow is a draft and nothing runs, so you can build at your own pace.

If you're new to the building blocks, read Understanding Vetta workflows first.

Step 1: Access workflows

Open Workflows from the Automation section of the sidebar. The list shows every workflow in the workspace with its status. Global Analytics switches the page to an overview of run health across all workflows, and View All Workflows brings the list back. Any member of the workspace can create and activate workflows.

Step 2: Start a new workflow

Click New. A new workflow opens on the canvas, where you choose how to start.

Step 3: Choose your approach

Select one of:

• Workflow from template: pick a ready-made automation for a common scenario, preview it, and use it as your starting point
• Workflow from Scratch: a blank canvas with full control over the trigger and every step

To build on a workflow you already have, duplicate it from the workflow's menu instead. Duplicates stay in the same workspace: you can't copy a workflow to another workspace or save it as a template yet.

Give the workflow a name. It starts as version 1, in Draft, and a draft never runs.

Next, check Workspace access under the name. It lists the teammates whose actions can set this workflow off, shown as "N members will trigger workflow". Keep everyone, or remove the people who shouldn't, and their changes won't trigger it. This is how you keep, for example, one teammate's record changes from setting off a workflow meant for the rest of the team.

Narrated video · 0:36

2 linked topics

Creating a new workflow. On Workflows, click New, then start from a template or pick Workflow from Scratch and name it. It begins as version one in draft, and a draft never runs, so you can build safely. Workspace access lists the teammates whose actions can trigger it; remove people whose changes should not. Use it as the first step of any automation. Triggers, actions and activation are covered in separate videos.

Transcript

Some work should just happen on its own, the same way every time. That's what a workflow is for. On Workflows, click New. You can start from a template, or from scratch. Pick Workflow from Scratch, and give it a name. It starts as version one, in draft, and a draft never runs, so you can build it without anything firing. Next, workspace access. It lists the teammates whose actions can set this workflow off. Keep everyone, or remove the people who shouldn't, and their changes won't trigger it. Now it's ready for a trigger.

Step 4: Define a trigger

Every workflow has exactly one trigger. Click Add Trigger and choose from:

• Record events (created, updated, deleted, or created or updated)
• Pipeline record events (for example, a stage change)
• Launch manually (on records you select, or from anywhere)
• On a schedule (every so many days, hours or minutes, or a custom cron)
• Webhook (another app calls the workflow's URL)
• Sequence (the workflow runs as a step inside an outreach sequence)
• Enrichment (runs when a record is enriched)

Example: pick Record is created, set Record Type to People and save, so every new contact starts the workflow. See Triggering workflows in Vetta for every option.

Step 5: Configure actions

Click the plus under the trigger to add a step, and keep going until the process is complete. For your first workflow, keep it to 1 to 3 actions.

Example: new contact routing

1. Update Record: assign an owner to the contact
2. Create/Update Pipeline Record: add the person to a sales pipeline
3. Add to Sequence Campaign: enroll the person in a follow-up sequence

Click each step to configure it (field values, which pipeline stage, which sequence). To fill a field with data from the trigger, such as the person who was just created, use the variable button or drag the field in from the Input panel; see Variable expressions. The full catalog is in Setting workflow actions.

Step 6: Apply conditions (optional)

Add a Filter, an If / Else or a step's Continue only if to make the workflow more precise:

Example: closed deal automation

• Trigger: Pipeline record is updated (Opportunity)
• Condition: Stage = Closed Won
• If true: add the contact to an onboarding sequence and create a customer success task
• If false: do nothing (the workflow ends)

Conditions stop the workflow from running its actions on records that don't meet your criteria. See Leveraging workflow logic.

Step 7: Activate

Once the workflow has a trigger and at least one step, Activate appears. Click it and confirm Publish Workflow: version 1 goes live and runs every time its trigger fires.

Before you do, check Workspace access once more, because it decides whose activity triggers the workflow. After activation you can keep editing: your first change creates a new draft version while the active one keeps running, until you activate the draft. Deactivate stops the workflow whenever you need to. See Monitoring workflow runs and versions.

Two starter workflows

New contact routing

• Trigger: Record is created (People)
• Actions:
  1. Update Record: assign an owner to the contact
  2. Create/Update Pipeline Record: add the person to the sales pipeline
  3. Add to Sequence Campaign: enroll the person in a follow-up sequence

Closed deal automation

• Trigger: Pipeline record is updated (Opportunity) → Stage = Closed Won
• Actions:
  1. Add to Sequence Campaign: enroll the customer in an onboarding sequence
  2. Create Task: a follow-up task for the account manager

Common questions

Key outcome

You now have a live workflow that does a job your team used to do by hand, triggered only by the people you chose, with a draft you can keep improving while the active version keeps running.