Help Center

Understanding the Workflow Builder

The workflow builder is the visual canvas where you create and organize your workflows. It lets you connect triggers, logic nodes, and actions into a clear flow so you can automate follow-up, communication, task creation, and other processes.

How to Open the Workflow Builder

1. Go to Workflow templates.
2. Click New workflow to create a new workflow, or click the name of an existing workflow to open it.
3. The workflow builder opens on a visual canvas.

When creating a new workflow, the trigger node is placed first. You then build the rest of the workflow by adding logic and action nodes beneath it.

Understanding the Builder Canvas

The workflow builder uses a top-to-bottom visual layout. Your workflow starts with the trigger and continues through each connected node in order.

• Canvas — the main visual area where the workflow is built
• Minimap — a small overview map that helps you navigate larger workflows
• Zoom and pan — scroll to zoom in or out, and drag the background to move around the canvas
• Plus (+) buttons — appear between nodes so you can insert the next step in the workflow

How to Add a Node

1. Click a + button where you want to add a step.
2. The Node Selector opens.
3. Choose from the available tabs:
   • All
   • Logic
   • Actions
   • Triggers when changing or selecting a trigger
4. Use the search bar if needed.
5. Click the node you want to add.

The new node is placed directly into the workflow where you clicked.

How to Configure a Node

1. Click any node on the canvas.
2. The node editor opens in the panel on the right side.
3. Enter or select the required settings for that node.
4. Click Apply to save the node configuration.

Each node type has its own settings. For example, a filter node requires filter conditions, while an email node requires a template and sender setup.

Rename a Node

You can rename a node to make the workflow easier to understand.

1. Click the node.
2. In the editor panel, click the pencil icon next to the node name.
3. Enter a custom name.
4. Save the change.

This is especially helpful in larger workflows. For example, instead of leaving a node named Filter, you might rename it to Filter: VIP Clients Only.

Replace a Node

If you added the wrong node type, you can replace it without rebuilding the rest of the workflow.

1. Click the node.
2. In the editor panel, click the replace option.
3. Select the new node type.

For trigger nodes, this option appears as Change Trigger Type.

Delete a Node

To remove a node from the workflow:

1. Click the node.
2. In the editor panel, click the delete option.
3. Confirm the deletion.

Important: Deleting a node removes that step from the workflow. Review the flow carefully after deleting a node, especially in workflows with multiple branches.

Saving and Publishing

The workflow builder supports both draft and published versions.

• Save — saves the workflow as a draft
• Save & Publish — saves and activates the workflow

Draft workflows do not run. Published workflows begin triggering for matching contacts immediately.

If you edit a published workflow, you are editing a draft version. The published version continues running until the updated draft is published.

Auto-Save for Existing Workflows

When you edit an existing workflow, the builder automatically saves your draft after you pause your work. Auto-save helps protect changes if you switch tabs, step away, or forget to click Save.

After a change is made, such as adding a node, editing node settings, or removing a node, the builder waits 30 seconds without additional changes and then saves the draft in the background.

Auto-save saves the workflow as a draft only. It does not publish the workflow or change the live published version. The published version continues running until you click Save & Publish.

Auto-save applies to workflows that have already been saved at least once. For a brand-new workflow, click Save first to create the draft.

The save status appears near the Save button and may show:

• Unsaved changes — changes have been made but have not been saved yet
• Saving — the draft is being saved
• Saved — the latest draft changes have been saved
• Save failed — the draft did not save successfully; check your connection and click Save to retry

Tip: Auto-save resets its 30-second timer each time you make another change, so it saves after you pause rather than while you are actively editing.

Validation Rules

Before a workflow can be saved or published, the builder checks that it is valid. Common validation rules include:

• Send Email and Send Text nodes must have a filter somewhere before them in the workflow path
• Branch nodes must directly follow a Filter or Send Email node
• Appointment Filter nodes can only be used with the Appointment Created trigger
• Form Submission Filter nodes can only be used with the Form Submission Created trigger
• Each node must be properly configured before the workflow can be published

If there is a problem, the builder shows the validation error so you can fix it before saving.

Pausing a Workflow

A published workflow can be paused if you want to stop new contacts from entering it.

When a workflow is paused:

• new contacts do not enter the workflow
• contacts already inside the workflow continue to completion

This is useful when reviewing or updating a live automation.

Deleting a Workflow

Deleting a workflow permanently removes it from your account. This cannot be undone.

Warning: Delete a workflow only if you are sure you no longer need it. In many cases, pausing a workflow is the safer choice.

Best Practices

• Rename nodes clearly so the workflow is easy to read later.
• Build in draft mode first, then publish after testing.
• Pause a workflow before making major live changes.
• Use the minimap when working with larger workflows that include several branches.
• Review validation errors carefully instead of working around them.

Frequently Asked Questions

Can I rearrange nodes on the canvas?

The workflow structure is controlled by how nodes are connected. If you want to change the order, remove and re-add the node in the correct place.

Why can’t I add a Send Email or Send Text step without a filter?

LeadCenter requires a filter before messaging steps as a safety measure. This helps reduce the risk of sending messages to the wrong contacts.

What happens to active workflow runs if I pause a workflow?

Contacts already in the workflow continue through the remaining steps. Pausing only prevents new contacts from entering.

What happens if I edit a published workflow?

You are editing a draft copy. The currently published version keeps running until you publish the updated draft.

If you need help using the workflow builder, contact support@leadcenter.ai.