Understanding Vetta workflows

Vetta workflows automate the work that should happen the same way every time across your CRM, conversations and pipelines. A workflow starts on a trigger (a record is created, a deal changes stage, a schedule ticks), checks your conditions, and then runs its actions: updating records, creating tasks, enrolling people in a sequence or calling another app. Nothing has to be done by hand once it is live.

Workflows help sales teams remove repetitive work, keep CRM data clean, and make sure the important steps of the sales process happen at the right moment.

You'll find Workflows in the sidebar under the Automation section, next to Sequences.

What a workflow is

A workflow is a chain of steps that runs on its own when a specific event happens. Every workflow follows the same structure:

Trigger → Logic → Action

When the trigger fires, Vetta evaluates the logic and runs the actions that apply. For example:

• Trigger: Pipeline record is updated (Opportunity)
• Condition: Stage = Closed Won
• Actions: add the contact to an onboarding sequence and create a task for the account manager

A workflow you are building is a Draft, and a draft never runs. It only starts working once you activate it, so you can build and change it without anything firing. See Creating your first workflow for the full walkthrough.

Why automation matters in Vetta

Sales operations involve many repetitive tasks:

• Updating CRM records
• Moving deals between pipeline stages
• Creating follow-up tasks
• Assigning owners
• Adding contacts to sequences or agents

Done by hand, these tasks get skipped on busy days, which leads to incomplete CRM data and missed follow-ups. Workflows run them based on real activity in your CRM and conversations, so the process stays consistent and your team can spend its time selling.

The Vetta visual workflow builder

Workflows are built on a visual canvas. Each step is a node: the trigger sits at the top, and the steps below it are connected in the order they run. You can start from a template for a common CRM scenario, or build from scratch.

Moving around the canvas works like this:

• Scroll to move around and pinch to zoom. Show node tooltips puts hints right on the canvas.
• The plus under the last step adds the next step. A right-click on the canvas gives you Add node and Tidy up workflow.
• Hover a connection for two buttons: the plus inserts a step in between, and the trash removes the connection.
• To connect two steps, drag from the small circle at the bottom of one node onto the other.
• Each node's menu lets you duplicate or delete it. When you delete a step, the steps on either side join back up.
• Select nodes lets you pick several nodes at once, then duplicate or delete them together.
• Clean up editor lines everything up when the canvas gets messy, and Refresh pulls in changes made to the workflow outside the editor, for example by the AI chat assistant.

If the workflow is already live, your first change creates a new draft version while the live version keeps running, so editing never interrupts what is already working.

Narrated video · 1:00

1 linked topic

Moving around the workflow canvas and editing it quickly. Scroll to move, pinch to zoom, and Show node tooltips adds hints. Hover a connection for plus (insert a step) and trash, drag from the circle at the bottom of a node to connect, and right-click for Add node and Tidy up workflow. Node menus duplicate or delete, and deleting rejoins neighbours. Select nodes works on several, Clean up editor aligns everything, Refresh pulls in AI chat changes. Editing a live workflow starts a new draft version.

Transcript

As a workflow grows, the canvas keeps it easy to follow. Scroll to move around, and pinch to zoom. Show node tooltips puts hints right on the canvas. Hover a connection for two buttons: the plus puts a step in between, and the trash removes the connection. This workflow is live, so that first change made a new draft, version two, while version one keeps running. To connect two steps, drag from the small circle at the bottom of one onto the other. The plus under the last step adds the next one, and a right-click on the canvas gives you Add node and Tidy up workflow. Each node's menu lets you duplicate or delete it. Delete a step, and the steps on either side join back up. Select nodes lets you pick several, then duplicate or delete them together. Drag any node where you like, and when things get messy, Clean up editor lines everything up for you. Refresh pulls in changes made by the AI chat assistant.

Workflow triggers

Triggers define when a workflow starts. Every workflow has exactly one. See Triggering workflows in Vetta for the details of each.

Record triggers

• Record is created
• Record is updated
• Record is deleted
• Record created or updated

Pipeline triggers

• Pipeline record is created
• Pipeline record is updated (for example, when its stage changes)
• Pipeline record is deleted
• Pipeline record is created or updated

Other triggers

• Launch manually: start the workflow yourself, on records you select in a table or from anywhere
• On a schedule: run every so many days, hours or minutes, or on a custom cron expression
• Webhook: another app starts it by calling the workflow's URL
• Sequence: the workflow runs as a step inside an outreach sequence
• Enrichment: the workflow runs when a record is enriched (for example, when enrichment finds an email address)

Workflow actions

Actions define what the workflow does once it starts. In the action panel they are grouped into tabs. See Setting workflow actions in Vetta for the complete catalog.

• Entity: Create Record, Update Record, Delete Record, Search Records, Bulk Update Records, Bulk Delete Records
• Task: Create Task, Complete Task
• Pipeline: Create/Update Pipeline Record, Update Pipeline Record, Delete Pipeline Record, Find Pipeline Records, Bulk Update Pipeline Records, Bulk Delete Pipeline Records
• Sequence: Add to Sequence Campaign, Pause Sequence Person, Exit from Sequence Campaign
• Agent: Add to Agent, Remove from Agent (a Lead Scout agent)
• AI Agent: AI Agent and AI CRM Agent
• Calculation: Formula, Aggregate Values, Random Number, Adjust Time
• Enrichment: Enrich data
• HTTP: HTTP Request, to call another app's API
• Human Input: Form, to pause and ask a teammate for input
• Annotation: Comment, to document part of the canvas

Outbound messages (email, WhatsApp, LinkedIn) are sent through Sequences, not by workflow steps. A workflow enrolls the contact with Add to Sequence Campaign, and the sequence handles the messaging, sender rotation and scheduling.

Workflow logic and conditions

Logic decides which actions run for which records. The Flow tab of the action panel holds the flow-control steps:

• Filter: stop the workflow for records that don't match your conditions
• If / Else: split into two paths, True and False
• Switch: split into several paths, one per case, plus Otherwise
• Iterator: run the same steps once for every item in a list
• Delay: wait for a set time, or until a date, before continuing

Every step also has a Continue only if section, so any step can decide whether the workflow goes on after it runs. See Leveraging workflow logic for examples of each.

Example workflow: closed deal automation

Trigger: Pipeline record is updated (Opportunity)

Condition (filter): Stage = Closed Won

Actions:

1. Add the contact to an onboarding sequence
2. Create a task for the account manager

Every new customer enters onboarding straight away, and a named person owns the follow-up.

Example workflow: new contact routing

Trigger: Record is created (People)

Actions:

1. Update the record to assign an owner
2. Add the person to the sales pipeline
3. Add the person to a follow-up sequence

Every new contact is routed into your sales process without anyone touching them. More recipes are in Example workflow automations.

How workflows connect to CRM records

Vetta workflows work directly on your CRM data:

• People
• Companies
• Opportunities
• Tasks
• Notes
• Pipelines
• Custom entities

Because each step can read what the trigger and the earlier steps produced (through variables), a workflow can follow relationships: from a person to their company, from a deal to the people at that company, and act on each of them.

There is no limit on how many workflows a workspace can have or how often they run. Only AI and enrichment steps use credits; every other step is free to run.

Common questions

Key outcome

You now know how a workflow is put together: one trigger that decides when it starts, logic that decides which path each record takes, and actions that do the work in your CRM and outreach. With that model, any repetitive part of your sales process can run the same way every time without anyone having to remember it.