Workflows can help you and your team save time by automating everyday processes in Fello. These could be actions like updating tags for contacts based on events, automatically changing the assigned contact owner, changing a contact's marketing status, or even sending automated emails and postcards — all from a single visual builder.
Whether you're managing marketing outreach or operational tasks, workflows bring everything together in one place — saving time, improving clarity, and reducing setup errors.
Workflows are easy to set up, and can be customized to automate a broad range of tasks.
In this guide:
🗒️ Note: Only users with access to Account Settings will be able to configure workflows. Learn more about roles and permissions.
Workflow Templates
Fello's workflow templates are designed to work out-of-the-box, and can be set up in just a few clicks. You can also adapt these workflows to your own unique business processes by creating new ones based on them and customizing them as required. Here's how to get started:
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Go to Workflows from the left sidebar.
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Click Use Template in the top-right corner.
Here, you'll find a growing selection of workflow templates that are categorized based on their purpose and industry. You can use the Category and Industry dropdown at the top to find templates.
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Click on a template that you want to use.
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Click Use Workflow.
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Enter a Name and Description for your workflow.
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Click Save.
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Check the triggers and actions that are present in the workflow. If you think it's good to go, click Turn On Workflow.
If you want to make changes to this workflow before turning it on, check out the section on customizing workflows.
Create New Workflows
To create a new workflow from scratch:
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Go to Workflows from the left sidebar.
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Click Create From Scratch in the top-right corner.
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Enter a Name and Description for your new workflow.
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Click Save.
You'll now see the workflow canvas with a Trigger card. From here, you can choose a trigger to start your workflow, select the object type, and add actions.
💡 Tip: Check the section on customizing workflows to learn more about all the components involved in building a workflow.
- Select and configure a trigger for your workflow. Learn more about triggers.
- Choose an object type for the workflow to run on. Learn more about object types.
- Click + to select and configure an action. Learn more about actions.
- Click Turn On Workflow when you're ready.
Customize Workflows
You can customize workflows to match your own unique requirements before turning them on. You can perform the following actions:
- Choose an Object Type
- Customize Triggers
- Add Actions
- Customize Actions
- Delete Actions
- Workflow Settings
Choose an Object Type
When you select a trigger for your workflow, Fello asks you to choose the type of object the workflow should run on. This determines how the workflow processes records and which actions are available.
You'll see the following options:
- Properties: Run this workflow once per property associated with a contact. For example, if a contact has 3 properties and 2 of them match your trigger criteria, the workflow runs twice — once for each matching property.
- Contacts: Run this workflow once per contact. For example, if you want to add a tag to a contact when they submit a form, or change a contact's record status, choose Contacts.
💡 Tip: Contact-specific actions (such as adding tags or changing record status) can also be performed in property-based workflows. However, keep in mind that in a property-based workflow, all actions — including contact-specific ones — are executed for each matched property. For example, if a contact has 2 matching properties and your workflow includes an Add Tag action, the tag action will be triggered twice for the contact. If you only need to perform contact-level actions once per contact, choose Contacts as your object type.
Here are some examples of when to choose each object type:
| Object Type | Example Use Case |
|---|---|
| Contacts | Adding or removing tags based on contact activity. |
| Contacts | Changing a contact's record status or lead stage. |
| Contacts | Sending an email once per contact. |
| Properties | Archiving out-of-state properties. |
| Properties | Sending an email for each property a contact owns. |
| Properties | Updating a property-specific attribute. |
🗒️ Note: Some triggers, such as Tag Added and Tag Removed, skip the object type selection and always run on contacts. This is because tags can only be added to or removed from contacts.
After you make your selection, the object type label (e.g., Contact or Property) appears above the trigger card on the canvas, so you can always see which object type the workflow is running on.
The object type you choose also determines which actions are available in your workflow. Some actions may be greyed out if they are not applicable to the selected object type. For example, Archive Property and Send Postcard are not available in contact-based workflows.
Customize Triggers
🗒️ Note: It may take up to a minute to enroll contacts into workflows after they've met the required trigger criteria.
The triggers in a workflow determine when it should run. To customize triggers:
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Click on the trigger card in the workflow.
The following types of triggers are available for workflows:
- Matches Filter: Triggers when a record meets the defined filter conditions.
- Form Submission: Triggers when a contact submits a form.
- Tag Added: Triggers when a tag is added to a contact.
- Tag Removed: Triggers when a tag is removed from a contact.
- Form Not Completed: Triggers when a contact starts but does not finish a form.
- Attribute Value Changed: Triggers when the selected attribute's value has been updated. This is a flexible trigger that can be used to automate workflows based on changes to any attribute in Fello. For example, you can use this trigger to run a workflow when a contact's email status changes to Invalid, when a contact unsubscribes from email, or when a contact's CRM stage is updated.
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Click the Change Trigger icon if you want to switch to a different trigger type. (You cannot change the type after saving the trigger.)
You can also add filter criteria to further refine which records enter the workflow. Click Edit next to "Only enroll records that meet these filters (optional)" to configure your filter criteria.
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Click Save when you're done.
🗒️ Note: Re-enrollment and unenrollment settings are now configured separately from the trigger. Click the gear icon in the top-right corner of the canvas to access these settings. Learn more about workflow settings.
Add Actions
To add an action that occurs as part of the workflow:
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Click the + icon at the point where you want the action to occur.
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The Choose an Action panel opens with two categories: Rules and Actions.
Rules allow you to control the flow of your workflow:
- Branch: Add a conditional branch to define the next action based on specific criteria.
- Pace: Move records to the next step in groups, with a configurable delay between each group.
- Delay: Delay records from moving to the next step for a specific amount of time.
Actions perform operations on the contact or property record:
- Add Tag(s) to Contact: Add one or more tags to a contact.
- Remove Tag(s) from Contact: Remove one or more tags from a contact.
- Change Record Status: Update a contact's status (e.g., Marketing or Non-Marketing).
- Rotate Assigned User: Assign a contact to one or more users on a round-robin basis.
- Archive Property: Archive the property record linked to the contact.
- Unsubscribe Contact: Unsubscribe a contact from marketing communications (e.g., email, direct mail).
- Update Lead Stage: Update a contact's lead stage.
- Update Attribute: Update or clear values for an attribute. This action can be used to update any available attribute in Fello, including contact and property attributes.
🗒️ Note: Some actions may not be available depending on the object type you selected for the workflow. Unavailable actions appear greyed out in the panel. For example, Archive Property is not available in contact-based workflows.
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Configure the action and click Save.
Customize Actions
To customize an existing action:
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Click on the action card that you want to change.
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Make the required changes.
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Click Save.
Delete Actions
To delete an action:
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Click the 3-dot icon next to an action.
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Choose whether you want to delete only that action or all the actions after it as well.
Workflow Settings
You can configure re-enrollment and unenrollment settings for your workflow. To access these settings, click the gear icon in the top-right corner of the workflow canvas.
Re-enrollment
The re-enrollment setting determines whether records can re-enter the workflow after they've already completed it.
- Allow records to re-enter this workflow. When enabled, records that have already exited this workflow can enter it again if they meet the trigger conditions.
Unenrollment
The unenrollment setting determines what happens when a record no longer meets the trigger conditions while it's still in the workflow.
- Yes, remove them from this workflow: Records are automatically removed from the workflow if they no longer meet the trigger conditions.
- No, keep them in this workflow: Records continue through the workflow even if they no longer meet the trigger conditions. This is selected by default.
You can also configure additional unenrollment criteria. Click + Add Filter under "Unenroll records when they meet below criteria (optional)" to define custom conditions that will remove records from the workflow.
- Click Save when you're done.
Manage Workflows
You can perform the following actions to manage workflows:
Clone Workflows
You can save time by cloning workflows to create similar ones faster. To do this:
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Go to Workflows from the left sidebar.
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Click the Clone icon next to the workflow that you want to clone.
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Enter a Name and Description for the new workflow.
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Click Save when you're done.
Your workflow has been cloned. You can make the required changes to it and click Turn On Workflow when you're ready.
Edit Workflows
To make changes to an existing workflow:
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Go to Workflows from the left sidebar.
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Click the Edit (Pencil) icon next to the workflow that you want to edit.
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Make the required changes and click Save.
🗒️ Note: If you cannot edit certain parts of an active workflow, try turning it off and then editing it.
Turn Off Workflows
If you want to temporarily pause a workflow, or make certain changes to it, you can turn it off and then turn it back on later. Here's how:
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Go to Workflows from the left sidebar.
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Click the Edit (Pencil) icon next to an active workflow.
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Click Turn Off Workflow in the top-right corner.
Your workflow has now been turned off. To turn it back on, follow the same steps and click Turn On Workflow.
Delete Workflows
To delete a workflow:
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Go to Workflows from the left sidebar.
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Click the More (3-dots) icon next to a workflow.
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Click Delete.
🗒️ Note: If you are trying to delete an active workflow, ensure that you have turned it off first.
- Confirm by clicking Delete again in the popup that appears.