Workflow Automation

A workflow is a no-code rule that watches your records and acts for you: WHEN something happens (a record is created, a field changes), IF the conditions you set are met, THEN HARi runs the actions you chose — send an email, notify a teammate, update a field, call a webhook. You build them visually under Settings > Workflows; there are no formulas to write and no scripting.

Automating the repetitive parts of a process is where the time goes. McKinsey’s research found that about 60% of all occupations have at least 30% of activities that could be automated with today’s technology (McKinsey Global Institute, 2017). A workflow is how you hand those repetitive activities — the follow-up task, the owner notification, the status bump — to HARi, so your team spends its time on the judgement calls instead.

How workflows work

Every workflow follows one simple pattern:

WHEN (an event) → IF (conditions) → THEN (actions)

• The event is what starts the workflow — for example a record being created or a field changing.
• The conditions decide whether to run. Leave them empty and the workflow runs on every event; add some and all of them must be true (unless you group them — see below).
• The actions are what HARi does when the event fires and the conditions pass. They run in order, top to bottom.

The rest of this page walks through each part as it appears in the editor.

Choosing when a workflow runs

The Event selector chooses what starts the workflow. Each option shows a one-line description underneath so you always know what you picked:

• Before Save / After Save — every time a record is saved (a create or an edit).
• On Create — runs once, only the first time a record is added. This is the right choice for a true welcome or intake step: it will never fire again when the record is later edited.
• Before Delete / After Delete — when a record is removed.
• Status Change — when the record’s status field moves.
• Assignment — when a record is assigned to someone.
• On Schedule — on a recurring time-based schedule rather than in response to a change.

Building conditions

Under If these conditions are met… you add condition rows, each with three parts: a field, an operator, and a value. The value editor changes to match the field you picked, so you’re never typing a raw value into a plain box:

• A status or choice field offers its options as a dropdown (equals “Sent”, “Paid”, “Overdue” — you pick from the real choices).
• A date field offers date-aware operators (is before, is after, within the last, more than … ago) and a date picker.
• A linked-record field lets you search the linked records by name instead of pasting an ID.
• Number and text fields use the operators that make sense for them — greater than, contains, starts with, is empty, and so on.

Leave the conditions empty to run on every event. As a shortcut, you can use {{record.field_name}} as a value to compare one field against another on the same record.

Grouping conditions with OR and XOR

By default, every condition you add must be true. When you need “any of these” or “exactly one of these” logic instead, add a group:

• Match any (OR) — the group passes if at least one of its conditions is true. Use it for “status is Overdue or amount is above 10,000”.
• Exactly one (XOR) — the group passes only if exactly one condition is true, and no more.

Click Add OR group or Add XOR group, then add conditions inside it. Groups sit alongside your plain conditions, so you can mix a top-level “all must match” rule with a nested “any of these” group in the same workflow.

What a workflow can do

The Then do this… section holds the actions. Add as many as you need — they run in order. The available actions are:

• Send notification — an in-app notification to one or more people (see below).
• Send email — from a saved template or a custom message you write inline (see below).
• Update record field — change a value on the record that triggered the workflow.
• Create related record — spin up a linked record (a follow-up task, a related activity).
• Call webhook (URL) — post the record to an external service (Zapier, Make, n8n).
• Add tag to record, Change record state, AI Enrich record, Log message.
• IF/ELSE branch and For each record — for branching logic and looping (below).

Sending a notification to several people

The Send notification action takes multiple recipients through a picker — no user IDs to look up or type. Click Add recipient and choose from three groups:

• Automatic — Record owner, Created by, or Current user. These resolve at run time to the right person for each record.
• From a record field — point at a user field on the record (for example the salesperson linked to a deal), and HARi notifies whoever that field names.
• Specific user — search your team by name and pick a named person.

Each recipient shows as a labelled chip you can remove with a click, and any {{record.field}} reference in a recipient resolves to the record’s actual value when the workflow runs.

Sending an email: a template or a custom message

The Send email action lets you choose the Email content two ways:

• Use a template — pick one of your saved email templates. Every template you or the HARi assistant creates shows up here, exactly as it does in campaigns and quick-send. You can add a Subject override to reuse a template’s body under a different subject line.
• Write a custom email — type the subject and body inline for a one-off message.

A saved template is shown by its name — not a hidden ID — so reopening the workflow makes it obvious which template will be sent.

Editing a saved workflow

Reopening a saved workflow shows every stored value intact — the event, each condition (with its field pre-selected), every recipient chip, and the linked template by name. Nothing is left blank where you had set a value, so editing an existing workflow is safe: change one thing, leave the rest exactly as it was, and save. If a linked template has since been removed, the editor keeps the link on save rather than silently dropping it, and tells you the template is unavailable.

IF/ELSE branching

Workflows support full branching logic through the IF/ELSE branch action:

IF score > 50:
  → Move to "Qualified"
  → Assign to senior rep
ELSE IF score > 20:
  → Send nurture email
ELSE:
  → Tag as "Cold"
  → Create follow-up task in 14 days

The first branch whose conditions match runs its actions.

FOR_EACH loops

The For each record action processes multiple records in a single workflow:

FOR EACH contact WHERE source = "webinar":
  → AI enrich
  → Update score
  → Send welcome email

Limited to 1,000 records per execution for safety.

Examples

Welcome only brand-new web leads

When: On Create If: Source = “Website” Then: Send the “Welcome” email template, notify the record owner. Because the event is On Create, the welcome only ever fires once — never again when the contact is edited later.

Auto-qualify hot leads

When: Field value changed (score) If: Score is greater than 20 Then: Update status to “Qualified”, notify the sales manager.

Escalate an at-risk deal

When: After Save If: (Match any / OR) Stage equals “Negotiation” or Amount is greater than 50,000 Then: Notify the record owner and the current user, create a follow-up task.

Related

• Prefer a manual, one-click checklist instead of an automatic rule? See Process Templates.
• New to HARi? Start with the introduction.