> ## Documentation Index
> Fetch the complete documentation index at: https://developers.novala.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Automate your business with workflow rules in Novala

> Build event-driven automations that trigger actions when things happen in Novala — no code required. Start from a template or build your own from scratch.

Workflows let you automate repetitive work by defining rules of the form: *when X happens, do Y*. Each workflow has a trigger (the event that fires it), optional conditions (filters that must be true), and one or more actions to execute. Workflows run automatically in the background and log every execution for auditing.

Only admins can create and manage workflows by default.

## Core concepts

<CardGroup cols={3}>
  <Card title="Trigger" icon="bolt">
    The event that starts the workflow — something that happened in Novala, like a lead being created or an inspection completing.
  </Card>

  <Card title="Conditions" icon="filter">
    Optional filters applied before the actions run. For example, only fire when the lead score is above 80, or when the deal value exceeds \$10,000.
  </Card>

  <Card title="Actions" icon="play">
    What to do when the trigger fires and conditions pass. Send a notification, create a task, update a field, send an email or SMS, or call a webhook.
  </Card>
</CardGroup>

## Trigger events

The following events can trigger a workflow:

| Category  | Trigger event       | Description                          |
| --------- | ------------------- | ------------------------------------ |
| Leads     | Lead created        | A new lead was captured              |
| Leads     | Lead scored         | A lead's score was updated           |
| Leads     | Lead qualified      | A lead was marked as qualified       |
| Leads     | Lead converted      | A lead was converted to a deal       |
| Leads     | Lead disqualified   | A lead was disqualified              |
| Leads     | Lead assigned       | A lead was assigned or reassigned    |
| Leads     | Lead escalated      | A lead breached its SLA              |
| Pipeline  | Deal created        | A new deal was added to the pipeline |
| Pipeline  | Deal stage changed  | A deal moved to a different stage    |
| Pipeline  | Deal closed won     | A deal was closed as won             |
| Pipeline  | Deal closed lost    | A deal was closed as lost            |
| Contacts  | Company created     | A new company was added              |
| Contacts  | Contact created     | A new contact was added              |
| Contacts  | Contacts merged     | Duplicate contacts were merged       |
| Workflows | Execution completed | A workflow finished successfully     |
| Workflows | Execution failed    | A workflow encountered an error      |

## Create a workflow from scratch

<Steps>
  <Step title="Go to Workflows">
    Navigate to **Config → Workflows** in the left sidebar.
  </Step>

  <Step title="Create a new workflow">
    Click **New Workflow**. Give it a descriptive name — for example, "Notify sales rep when lead is assigned."
  </Step>

  <Step title="Choose a trigger">
    Select the event that should start this workflow from the trigger dropdown.
  </Step>

  <Step title="Add conditions (optional)">
    Click **Add Condition** to filter when the workflow runs. Choose a field, an operator (equals, greater than, contains, etc.), and a value. Add multiple conditions and set whether *all* or *any* must match.
  </Step>

  <Step title="Add actions">
    Click **Add Action** and choose what should happen. You can add multiple actions and control the order they run.
  </Step>

  <Step title="Activate the workflow">
    Toggle the workflow to **Active** and click **Save**. It will now run automatically whenever the trigger fires.
  </Step>
</Steps>

## Available actions

<AccordionGroup>
  <Accordion title="Send a notification">
    Push an in-app notification to one or more users. Useful for alerting reps about new lead assignments or stage changes.
  </Accordion>

  <Accordion title="Send an email">
    Send an email to a contact or internal user. You can use merge fields to personalize the content with data from the triggering record.
  </Accordion>

  <Accordion title="Send an SMS">
    Send an SMS message to a contact's mobile number. Subject to your messaging configuration.
  </Accordion>

  <Accordion title="Create a task">
    Create a follow-up task and assign it to a user. Set a due date relative to when the workflow fires — for example, "due in 2 business days."
  </Accordion>

  <Accordion title="Update a record">
    Set a field on the triggering record to a new value. For example, automatically set a lead's status to "Follow-up required" after a trigger condition is met.
  </Accordion>

  <Accordion title="Trigger a webhook">
    Send an HTTP POST to an external URL with the event payload. Use this to integrate with tools outside Novala.
  </Accordion>
</AccordionGroup>

## Start from a template

Novala includes pre-built workflow templates for common use cases. Templates are a starting point — you can customize every step after applying one.

<Steps>
  <Step title="Open the template library">
    Go to **Config → Workflows** and click **Browse Templates**.
  </Step>

  <Step title="Select a template">
    Preview what the workflow does, then click **Use Template**.
  </Step>

  <Step title="Customize and activate">
    Review the trigger, conditions, and actions. Adjust anything that doesn't match your process, then activate the workflow.
  </Step>
</Steps>

## View execution history

Every time a workflow runs, Novala records the execution — including whether it succeeded, what actions were taken, and any errors.

<Steps>
  <Step title="Open the workflow">
    Go to **Config → Workflows** and click the workflow you want to inspect.
  </Step>

  <Step title="Open the Executions tab">
    Click the **Executions** tab to see a list of all runs, with timestamps and status.
  </Step>

  <Step title="Inspect a run">
    Click any execution to see the full log: which conditions were evaluated, which actions ran, and any error messages if the execution failed.
  </Step>
</Steps>

<Tip>
  If a workflow is firing unexpectedly or not firing at all, the execution log is the first place to look. Check whether your conditions are matching as expected.
</Tip>

## Pause or delete a workflow

To temporarily stop a workflow from running, toggle it to **Inactive** from the workflow list or its detail page. To remove it permanently, open the workflow and click **Delete**.

<Note>
  Deleting a workflow does not remove its execution history.
</Note>