Setting Up Workflow Automation
Workflow Automation
Automate repetitive tasks with workflow rules. When a specific event occurs — like a missed call, a new contact, or a deal stage change — LeanPBX can automatically create tasks, send emails, send SMS, add tags, and more. Requires the workflow automation feature on your subscription plan.
How to Create a Workflow Rule
Navigate to CRM > Workflow Rules
Click New Workflow Rule.
Name the Rule and Choose a Trigger
Give it a name and select the event that starts this workflow. See trigger types below.
Add Conditions (Optional)
Add conditions to filter when the rule fires. All conditions use AND logic — every condition must match. Operators: equals, does not equal, contains, greater than, less than, is empty, is not empty.
Add Actions
Choose what happens when the rule triggers. You can add multiple actions. See action types below.
Trigger Types
📞 call.completed
📵 call.missed
📩 sms.received
👤 contact.created
✏ contact.updated
💼 deal.created
➡ deal.stage_changed
🏆 deal.won
❌ deal.lost
✅ task.created
☑ task.completed
📝 note.created
Action Types
✅ Create Task
Auto-create a follow-up task with title, priority, due date, and assignee.
📧 Send Email
Send an email to the contact, assigned user, or a custom address.
💬 Send SMS
Send an automated SMS to a phone number. Supports variables like {{contact.name}}.
🔔 Send Notification
Send an in-app notification to a user.
✏ Update Field
Automatically update a field on a contact, deal, or task.
🏷 Add Tag
Automatically tag a record. Creates the tag if it does not exist.
📝 Create Note
Add an automated note to a contact record.
🌐 Webhook
Send an HTTP POST to an external URL with event data.
Variables
Use variables like {{contact.name}}, {{deal.name}}, {{src}}, and {{dst}} in your action fields. These are replaced with actual values when the workflow runs.