Workflow Settings - Overview

This article provides a comprehensive guide to every option within the 'Settings' tab of the workflow builder. Learn how to configure contact handling, communication timing, sender details, and more to ensure your workflows run precisely as intended.

What are Workflow Settings?

Workflow Settings are the master controls for an individual workflow. Instead of configuring rules for each action, these settings apply to the entire workflow, governing its fundamental behavior from start to finish. They determine how contacts enter and re-enter, when messages can be sent, and what happens when a contact responds, ensuring your automation is both powerful and precise.

Key Benefits of Configuring Workflow Settings

Properly configuring your workflow settings is crucial for creating effective and respectful automation. These options allow you to fine-tune the workflow's behavior to match your business logic and improve the contact's experience.

Control Contact Flow: Decide if contacts can enter a workflow more than once, preventing them from receiving duplicate sequences.

Personalize Timing: Send messages at the most appropriate time for each contact by using their local timezone instead of a single, fixed one.

Set Business Hours: Ensure communications are only sent during specific hours and days to respect your contacts' time and increase engagement rates.

Automate Conversation Management: Automatically stop nurturing sequences when a contact responds, which creates a seamless transition for a team member to take over the conversation.

Maintain Brand Consistency: Set default sender names, email addresses, and phone numbers for all communications within the workflow to ensure a professional and consistent brand voice.

How to Access Workflow Settings

Finding and adjusting your workflow's core settings is straightforward. All configurations are centralized in one convenient tab within the workflow builder.

Navigate to the Automation section in your dashboard.

Open an existing workflow or create a new one.

Inside the workflow builder, click on the Settings tab at the top of the page.

Contact Settings

This group of settings controls how contacts and their associated data, like opportunities, are handled within the workflow. These rules determine who can enter, how many times they can enter, and what actions will cause them to be removed.

Allow Re-entry

This toggle determines if a contact can enter this workflow more than once.

Enabled (blue): A contact can re-enter the workflow after they have fully completed it or have been manually removed. This is useful for recurring processes, like appointment reminders or post-purchase follow-ups. A contact cannot re-enter if they are still active in the workflow.

Disabled (gray): A contact can only enter and complete this workflow one time only.

Important Exception: Workflows that use an appointment or invoice-based trigger will always allow a contact to enter multiple times (per appointment or invoice), regardless of whether this setting is enabled or disabled. This ensures that every new appointment or invoice correctly triggers the automation.

Allow multiple Opportunities

This toggle is essential for workflows that are triggered by opportunity-based actions (e.g., "Pipeline Stage Changed").

Enabled (blue): If a single contact has multiple opportunities, they can enter the workflow as a separate instance for each opportunity. This allows you to run a unique automation sequence for every deal associated with a contact.

Disabled (gray): The contact will only enter the workflow for the first opportunity that meets the trigger criteria.

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