Setting workflow actions in Vetta

Workflow actions are the steps a Vetta workflow runs after its trigger fires: they update records, manage pipelines, enroll people in sequences and agents, run AI, do calculations, enrich data and call other apps. You add them one after another on the canvas, and each one can use what the trigger and the earlier steps produced.

To add a step, click the plus under the last step. The action panel opens with tabs (All, Entity, Task, Pipeline, Sequence, Agent, Flow, HTTP, AI Agent, Calculation, Human Input, Annotation, Enrichment) and a search box to find an action by name. Click a step on the canvas any time to open its settings.

Entity actions

Manage CRM records on any entity (People, Companies, Opportunities, custom entities):

• Create Record: create a new record with the field values you define
• Update Record: change field values on a record, for example to assign an owner
• Delete Record: remove a record
• Search Records: find records that match your conditions, for use in later steps. Its Limit starts at 1, so raise it when you need more than one result.
• Bulk Update Records / Bulk Delete Records: apply a change to many records at once

Task actions

• Create Task: create a task with a title, assignee and due date, for example a follow-up for the account manager
• Complete Task: mark an existing task as done

Create Task is also how a workflow tells a teammate something happened: assign the task to them and they get a Task Assignment notification. To reach them in Slack or another tool instead, use an HTTP Request step (see Other actions).

Pipeline actions

Manage records inside pipelines and deal progression:

• Create/Update Pipeline Record: add a record to a pipeline, or update it if it's already there
• Update Pipeline Record: change a pipeline record, such as moving its stage
• Delete Pipeline Record: remove a record from a pipeline
• Find Pipeline Records: search pipeline records for use in later steps
• Bulk Update Pipeline Records / Bulk Delete Pipeline Records

Sequence actions

The Sequence tab connects workflows to your outreach:

• Add to Sequence Campaign: enroll a person in a sequence
• Pause Sequence Person: pause a person's progress in a sequence
• Exit from Sequence Campaign: remove a person from a sequence

Add to Sequence Campaign needs a person and a sequence, and shows a warning until both are set. For Person, click the variable button and take the person from the trigger (for example Record is created › Created Person). Then choose the sequence from the list. If the sequence isn't active yet, people wait in it until you activate it, and no one is ever added twice.

Outbound messages (email, WhatsApp, LinkedIn) are sent by Sequences, not by workflow steps. The workflow decides who enters or leaves a campaign; the sequence handles the messaging, senders and scheduling.

Agent actions

The Agent tab has Add to Agent and Remove from Agent. Set the person the same way, then choose the Lead Scout agent. The person becomes one of the agent's leads and goes into its sequence, just as if you had added them from its leads list. If they are already on that agent, nothing changes, and anyone you removed from it stays removed. See Setting up a Lead Scout agent.

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Putting new contacts into outreach automatically. Under the last step, click the plus, open the Sequence tab and pick Add to Sequence Campaign (the tab also has Pause Sequence Person and Exit from Sequence Campaign). Set Person with the variable from the trigger, Created Person, then choose the sequence; inactive sequences hold people until you activate them and no one is added twice. The Agent tab has Add to Agent for a Lead Scout agent. Removed leads stay removed.

Transcript

When a new contact lands in your CRM, a workflow can put them straight into outreach. Under the last step, click the plus, and in the action panel, open the Sequence tab. It has Add to Sequence Campaign, Pause Sequence Person, and Exit from Sequence Campaign. Pick Add to Sequence Campaign. It needs a person and a sequence, and it shows a warning until both are set. For Person, click the variable button and take the one from the trigger: Record is created, Created Person, Created Record. Then choose the sequence. Every sequence is listed. If it isn't active yet, people wait in it until you activate it, and no one is ever added twice. Want an agent to work them too? Open the Agent tab, and next to Remove from Agent, pick Add to Agent. Set the person the same way, and choose the Lead Scout agent. They become one of its leads and go into its sequence, just like adding them from its leads list. If they're already on that agent, nothing changes, and anyone you removed from it stays removed. Now new contacts go straight into outreach, without anyone touching them. Before each campaign, Maya asks Claude to wire new contacts into outreach. Claude builds it as a draft with two steps. Claude, ChatGPT or any assistant you connect to Vetta works on your real workspace, so repeat this next month, then give it a bigger job. In Vetta, test it on one contact, then activate it yourself.

AI actions

The AI Agent tab has two steps:

• AI Agent: give it a prompt and the outputs you want back; it returns those named values for later steps and changes nothing on its own
• AI CRM Agent: point it at a record; it reads the fields and linked records you choose and writes its answers straight into the fields you pick

AI agents in workflows explains when to use which.

Calculation actions

Calculation steps do the maths without writing an expression:

• Formula: works out a value from a formula you write, for example a deal's amount times 0.1 for a ten percent commission
• Adjust Time: moves a date forward or back by an Offset Amount and a Time Unit, from seconds to years, for example three days after the deal was created as a follow-up due date
• Aggregate Values: takes a list of values, typed in or picked from an earlier step, and returns its Sum, Average, Minimum or Maximum
• Random Number: picks a whole number between a Minimum Value and a Maximum Value, handy for splitting contacts into test groups

Each one passes its answer to the following steps as a variable: Result, Adjusted DateTime or Random Number.

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Doing math and date work in a workflow without writing an expression. Calculation steps live in the Calculation group: Formula (for example amount times 0.1 for a ten percent commission), Adjust Time (move a date by seconds up to years, such as three days after a deal was created), Aggregate Values (sum, average, minimum or maximum of a list) and Random Number (a whole number in a range, useful for test groups). Each passes its result on as a variable.

Transcript

Calculation steps do the math for you, without writing an expression. They're in the Calculation group: Aggregate Values, Formula, Random Number and Adjust Time. Formula works out a value from a formula you write: here, the deal's amount times zero point one, for a ten percent commission. Adjust Time moves a date forward or back, by anything from seconds to years. Here, three days after the deal was created, for a follow-up. Aggregate Values takes a list, typed in or picked from an earlier step, and returns its sum, average, minimum or maximum. Random Number picks a whole number in a range, like one to two, handy for splitting contacts into test groups. Each one passes its answer on as a variable, Result, Adjusted DateTime or Random Number, for the steps that follow. At month end, Dana asks Claude to work out commission. Claude adds a Formula and a task, as a draft. Claude, ChatGPT or any assistant you connect to Vetta works on your real workspace, so repeat this, then give it a bigger job each week. In Vetta, check the formula, then activate it yourself.

Enrichment actions

Enrich data fills in what's missing on a record while the workflow runs. Add it from the Enrichment tab, choose People, and set the record to the person from the trigger. Then pick what to look for. Each option becomes a card that says what it does and how many credits it uses per record.

• Overwrite existing data stays off by default, so fields that are already filled are skipped and cost nothing.
• Options such as basic details add Skip if already attempted: if an earlier run already found the data, or found nothing, the option won't run or charge again.

See Data enrichment for what each option finds.

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Filling in missing data on a record while a workflow runs. Add Enrich data from the Enrichment group, choose People, set the record to the person from the trigger, then pick what to look for; each pick is a card with its credits per record, such as two for Find email and one for Basic details. Overwrite existing data stays off, so filled fields cost nothing, and Skip if already attempted avoids repeat charges. Use it so every new contact is enriched on arrival.

Transcript

Enrich data fills in what's missing on a record while the workflow runs. Add it from the Enrichment group, choose People, and set the record to the person from the trigger. Then pick what to look for. Each pick becomes a card with what it does and its credits per record: two for Find email, one for Basic details. Overwrite existing data stays off, so anything already filled is skipped and costs nothing. Options like Basic details add Skip if already attempted: if an earlier run already found the data, or found nothing, it won't run or charge again. Every new contact is enriched the moment they land. Each new source, Alex asks Claude for an Enrich step. Claude adds Find email, pricing 38 people at 76 credits. Claude, ChatGPT or any assistant you connect to Vetta works on your real workspace, so start small, then give it a bigger job each week. In Vetta, check the credits, then activate it yourself.

Other actions

• HTTP Request: call another app's API with a URL, an HTTP Method (GET, POST, PUT, PATCH or DELETE), headers and, for POST, PUT and PATCH, a body. Any of these can contain variables. Paste an example reply into Expected Response Body so later steps can pick its fields, and use the Test tab with Send Request to try the call before the workflow goes live.
• Form: pause the workflow and ask a teammate for input before continuing. When the workflow is launched manually, the form pops up on screen; for other triggers it appears on the workflow run's page, and the person gets a Form Input Needed notification.
• Comment: add a note to the canvas to document what a section does.

To pull data from a provider Vetta doesn't connect to natively, combine HTTP Request with Update Record: the recipe is in Example workflow automations.

Chaining multiple actions

Steps run in the order they are connected on the canvas, and each step's output is available to the steps after it as variables. For instance, when an opportunity reaches Closed Won, a workflow might:

1. Add the contact to an onboarding sequence
2. Create a task for the account manager
3. Notify an external system with an HTTP request

Add as many steps as the process needs, and use filters, conditions and branching to control which ones run.

Common questions

Key outcome

You can now turn any trigger into real work: records and pipelines kept up to date, people handed to the right sequence or agent, values calculated, data enriched and other apps called, all in one chain that runs the same way every time while your outreach still flows through your sequences.