Overview
Workflows automate actions in Apollo based on triggers and conditions you define. Use workflows to find and organize prospects, add contacts to lists or sequences, assign tasks, update records, send notifications, and connect Apollo with other tools.
For example, you can create a workflow that identifies contacts matching your ideal customer profile, adds them to a list, and enrolls them in a sequence. You can also use workflows to prioritize leads, identify contacts at target accounts, or notify your team when a customer approaches a renewal date. You can use workflows with over 200 integrations to build automations across the tools your team already uses.
Check out the following sections to learn more about workflows on Apollo.
How It Works
A workflow consists of a trigger, optional conditions, and one or more actions. You can create a workflow from an Apollo template or build one from scratch. After you activate the workflow, Apollo evaluates records against its trigger and conditions, then completes the configured actions:
- Trigger: Determines when contacts or accounts enter the workflow. For example, a workflow can run when a contact is added to a list, matches specific filters, or experiences a job change.
- Conditions: Determine which contacts or accounts continue through the workflow based on criteria you define.
- Actions: Determine what Apollo does with qualifying contacts or accounts, such as adding them to a list or sequence, creating a task, updating a field, or sending a notification.
What You Can Do
Use workflows to automate repeatable sales motions based on the outcome you want to achieve:
| Your goal | Best action |
|---|---|
| Find and engage matching prospects automatically. | Automate prospecting with the outbound copilot to find matching prospects and create a workflow that adds them to a list or sequence. |
| Engage the right contacts at priority accounts. | Run an account-based sales motion to build a workflow that finds relevant contacts at priority accounts and adds them to sequences. |
| Prioritize high-value leads. | Automate lead prioritization to identify and prioritize high-value leads automatically based on criteria that matter to your team. |
| Stay ahead of customer renewals. | Automate customer renewal notifications to notify your team or contact customers as their renewal dates approach. |
| Automate work across the tools your team already uses. | Explore workflow integrations and actions to review the integrations, triggers, and actions available when you build a workflow. |
Get Started
Start by creating a workflow, choosing the triggers and actions that match your sales motion, and then activating it in Apollo:
| Create a workflow | Create a workflow from a template or build one from scratch with your own triggers, conditions, and actions. |
|---|---|
| Explore workflow integrations and actions | Review the integrations, triggers, and actions available when you build a workflow. |
| Launch your workflow | Activate your workflow so Apollo can evaluate qualifying contacts or accounts and complete the configured actions. |
FAQs
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Frequently asked questions |
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| What is the difference between a workflow and a sequence? | How do workflow triggers work? | What is the difference between contact and account workflows? |
| What is the difference between scheduled and event-based triggers? | Can I create a workflow from a template? | Can I share a workflow with my team? |
| Can workflows connect to third-party tools? | ||
What is the difference between a workflow and a sequence?
A workflow automates actions when contacts or accounts meet specific criteria. A sequence manages a planned series of outreach steps, such as emails, calls, and tasks. A workflow can add qualifying contacts to a sequence, but the sequence controls the outreach they receive after enrollment.
Can I create a workflow from a template?
Yes. Apollo provides workflow templates for common sales and prospecting use cases. You can use a template as provided or customize its triggers, conditions, and actions for your team's process.
Can I share a workflow with my team?
Yes. You can share workflows with teammates and control who can view or edit them. You can also publish eligible workflows as templates to share outside your Apollo account.
How do workflow triggers work?
A trigger determines when a contact or account becomes eligible to enter a workflow. Depending on the trigger you choose, Apollo can evaluate records when they match specific criteria, when a supported event occurs, or on a scheduled cadence.
What is the difference between contact and account workflows?
Contact workflows evaluate and take action on people records, while account workflows evaluate and take action on company records. Choose the workflow type based on the records you want Apollo to monitor and automate.
What is the difference between scheduled and event-based triggers?
Scheduled triggers evaluate eligible records on a recurring schedule, while event-based triggers run when a supported event occurs. Use a scheduled trigger when you want Apollo to check for matching records periodically, and an event-based trigger when the workflow should respond to a specific change or activity.
Can workflows connect to third-party tools?
Yes. You can use workflow integrations to connect Apollo with supported third-party tools and automate actions across your GTM stack. Available actions depend on the integration you connect. Check out all of the available integrations and actions.