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 how workflows operate and get started with some common use cases.
How It Works
A workflow consists of a trigger, optional conditions, and one or more 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.
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.
When a workflow adds contacts from a list to a sequence, allow 1 to 4 minutes for Apollo to process the contacts, enroll them in the sequence, and generate tasks for the first sequence step. If contacts don't appear in the sequence after 5 minutes, confirm that the workflow is configured correctly and that the contacts meet the sequence enrollment criteria.
Get Started
Explore workflows in Apollo:
| Create a workflow | Learn how to 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. |
| Automate prospecting with the outbound copilot | Use the outbound copilot to find matching prospects and create a workflow that adds them to a list or sequence. |
| Run an account-based sales motion | Build a workflow that finds relevant contacts at priority accounts and adds them to sequences. |
| Automate lead prioritization | Identify and prioritize high-value leads automatically based on criteria that matter to your team. |
| Automate customer renewal notifications | Use a custom field and workflow to notify your team or contact customers as their renewal dates approach. |
Ready to begin? Create a workflow ▸ Choose your triggers and actions ▸ Launch your workflow.
FAQs
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Frequently asked questions |
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| What is the difference between a workflow and a sequence? | Can I create a workflow from a template? | What can workflows automate? |
| Why haven't contacts been added to my sequence yet? | Can I share a workflow with my team? | |
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.
What can workflows automate?
Workflows can automate actions such as adding or removing contacts from lists and sequences, creating tasks, updating records, sending notifications, and triggering supported integrations. Available options depend on the workflow object, trigger, and integrations your team uses.
Why haven't contacts been added to my sequence yet?
When a workflow adds contacts from a list to a sequence, processing typically takes 1 to 4 minutes. If the contacts haven't appeared after 5 minutes, confirm that the workflow is active, the contacts meet its conditions, and they are eligible to enroll in the selected sequence.
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.