Workflows¶
The automations working behind the scenes — what they do and when they run.
A workflow is a set of automatic actions that fires when something specific happens. Think "if a lead fills out the opt-in form, send them a welcome email, wait 5 minutes, create an opportunity in New Lead, tag them with their source."
Your 7 core workflows are LIVE and running right now — they fire automatically on their triggers. Three more are intentionally not firing: the Reactivation Sequence is a manual, draft-only exception you launch by hand, and two legacy items are parked (an archived welcome sequence and a retired text-back). The details are below.
Your workflows¶
The 7 live workflows (running now):
| # | Workflow | What it does | Trigger |
|---|---|---|---|
| 1 | New Lead Nurture (Fast 5) - Claim Offer | Welcomes new leads from the lead/estimate form, creates an opportunity, tags them | Form submitted |
| 2 | Appointment Confirmation + Reminders | Confirms an appointment, then sends a reminder the day before and again the morning of | Appointment booked |
| 3 | Appt No Show | Follow-up email if a customer doesn't show | Appointment marked as No-Show |
| 4 | New Sale - Send Review Request | Sends a review-request email 24h after job is Completed | Opportunity moved to Won + Job Status = Completed |
| 5 | Long-Term Nurture | Email every 2 weeks for 8 weeks for "not now" leads | Opportunity moved to Lost OR contact tagged for nurture |
| 6 | Stale Leads | Marks abandoned opportunities after 7 days of no activity | Opportunity inactive 7+ days |
| 7 | Personal Text Alert — New Lead | Pings the right team member to personally text a hot lead from their own phone (no robots) | New lead / hot follow-up |
The 3 not firing:
| Workflow | Status | Why |
|---|---|---|
| Reactivation Sequence — Dynamic Group | DRAFT (manual) | 3-touch sequence for waking up past customers. Launched by hand per the Reactivation playbook — never fires on its own. |
| [ARCHIVE] RevStack Welcome Sequence | Archived | Legacy workflow from initial setup. Parked — won't fire. |
| [RETIRED] Missed Call Text-Back | Retired | Retired under the no-A2P model. Replaced by Personal Text Alert — New Lead (a real person texts from their own phone). |
Published vs Draft — what it means¶
Published: the workflow is live. As soon as a trigger fires, the workflow runs. Your 7 core workflows are all Published and running right now.
Draft: the workflow exists and you can edit it, but it doesn't fire on triggers. Nothing happens to contacts even if the trigger condition is met. The only workflow you're keeping in Draft on purpose is the Reactivation Sequence — Dynamic Group, so it never fires until you launch it by hand.
If you ever need to take a live workflow offline, you switch it from Published → Draft (see "How to pause a workflow" below).
What's live vs. the exceptions¶
Live and running now (no action needed):
- New Lead Nurture (Fast 5) - Claim Offer — fires on new lead/estimate form submissions
- Appointment Confirmation + Reminders — confirms the appointment, reminder the day before and again the morning of
- Appt No Show — fires automatically when an appointment is marked No-Show
- New Sale - Send Review Request — fires when you mark a job Completed
- Stale Leads — marks abandoned opportunities cleanly
- Long-Term Nurture — fires on Lost opportunities
- Personal Text Alert — New Lead — pings your rep to text a hot lead personally
The one manual exception — you decide when:
- Reactivation Sequence — Dynamic Group — kept in Draft on purpose; fires only when YOU enroll past customers by hand. See Reactivation Playbook for the staged launch plan.
Parked / retired (won't fire):
- [ARCHIVE] RevStack Welcome Sequence — leave archived.
- [RETIRED] Missed Call Text-Back — retired under the no-A2P model; replaced by Personal Text Alert — New Lead.
(We don't do automated text-back. The Voice AI is ready and answers your calls once your business number is attached (being set up now). When a text is the right move, the Personal Text Alert pings your rep to text the customer personally from their own phone — a real person, not a robot.)
How to publish a workflow¶
Your core workflows are already published, so you rarely need this. It comes up when you launch the Reactivation Sequence or when Kevin builds you a new workflow.
- Web app → Automation → Workflows
- Click the workflow you want to publish
- Read through the steps to confirm you know what's about to happen
- Top right corner — toggle Draft → Published
- Confirm
Published workflows fire immediately on the next matching trigger. If a lead comes in 30 seconds after a "New Lead Nurture" workflow is published, the welcome email goes out right then.
How to pause a workflow¶
- Same path — Web app → Automation → Workflows → click the workflow
- Toggle Published → Draft
- Confirm
Any contacts mid-flight in the workflow stop within 5 minutes. No more emails go out for them. If you re-publish later, they don't resume — you'd need to re-enroll them.
How to see who's in a workflow¶
Open the workflow → Enrolled Contacts or History tab. Shows:
- Who's currently in it (and at what step)
- Who's been through it (and the outcome)
- Total enrollments over the workflow's lifetime
Use this to verify the workflow is firing on the right people. Especially the first few days after publishing.
How to enroll contacts manually¶
Some workflows fire automatically on triggers (form submitted, appointment booked, etc.). Others — like the Reactivation Sequence — Dynamic Group — only fire when YOU enroll contacts.
The Reactivation Sequence — Dynamic Group uses a tag-based trigger: applying the tag reactivation-enrolled to a contact starts the workflow for them.
To enroll a list of contacts:
- Filter your Contacts list to the people you want to enroll
- Select all (or a subset)
- Bulk action → Add Tag → enter
reactivation-enrolled - Confirm
The workflow fires for each contact within minutes of the tag being applied.
To remove someone from a tag-triggered workflow: remove the tag from their contact. They'll exit within 5 minutes.
What if I'm stuck?¶
| Stuck moment | Fix |
|---|---|
| "I published a workflow and nothing's happening" | Check the trigger — did it actually fire? Filter the workflow's Enrolled Contacts tab to see if anyone entered. If zero, the trigger condition isn't being met. |
| "A workflow fired on someone it shouldn't have" | Pause the workflow immediately (toggle to Draft). Tell Kevin so we can review the trigger condition. |
| "I want to test a workflow before publishing" | Create a fake contact (use your own email), enroll them manually, see what happens. Then disenroll and clean up. |
| "I want to change the timing of a wait step" | Open the workflow → click the wait step → change the duration → save → workflow auto-updates. If currently published, affects new enrollments only. |
| "I want a new workflow built" | Tell Kevin. Describe what should trigger it and what should happen. We'll build it in Draft and walk you through it before publishing. |
A note on the Reactivation Sequence — Dynamic Group¶
This one is special. Most workflows fire on automatic triggers (form submitted, appointment booked, etc.). Reactivation only fires when you decide to enroll past customers in it — which is exactly why it's kept in Draft.
This is intentional. You don't want to accidentally send marketing emails to your entire past-customer list just because someone published the wrong workflow. You enroll deliberately, on your timeline, in stages.
Read the Reactivation Playbook for the recommended 3-stage launch plan.
Video walkthrough¶
Last updated: 2026-06-01 by Kevin / RevStack