This guide explains how to create and manage workflows in LeadCenter, including setting up steps and tasks, applying filters, preventing errors, and leveraging AI for marketing, sales, and operations automation.

Understanding Workflows in LeadCenter

Workflows in LeadCenter go beyond static task lists. Unlike traditional CRMs like Wealthbox or Redtail, LeadCenter workflows act as automation engines that:

• Trigger actions automatically when a contact is created, updated, or meets certain conditions
• Apply filters to ensure actions run only for qualified contacts
• Assign tasks to users or roles, or create grouped steps for efficient operations
• Track execution and provide audit logs for complete visibility

The basic components of a workflow include:

1. Trigger – The event that starts the workflow, for example a new contact created, appointment booked, form submission, or contact update
2. Filter – Optional criteria to restrict the workflow to a specific subset of contacts, for example only webinar attendees, only certain tags
3. Action – What the workflow does, such as sending an email, sending a text, creating tasks, updating contact fields, or running steps

Each workflow consists of nodes such as:

• Wait node – Pause workflow for a set time or until an event occurs
• Branch node – Split workflow paths based on conditions or filters
• Exit node – End the workflow for a contact, preventing duplicate execution

How to Create a Workflow

Creating workflows in LeadCenter is straightforward:

1. Navigate to the Workflows section in LeadCenter
2. Click Create Workflow and choose the trigger type, for example a contact creation trigger for a welcome message
3. Add filters to qualify which contacts the workflow will apply to, for example only run for contacts with source = “Webinar”
4. Create steps and tasks
   • Steps are collections of tasks grouped together
   • Tasks include actions like “Collect information,” “Send welcome text,” or “Assign owner”
   • Assign each task to a user, role, or service team
5. Save and publish the workflow

Once published, workflows run automatically according to the trigger and filters you set.

Key Safeguards and Best Practices

Workflows triggered by contact updates require careful planning to avoid unwanted behavior, such as:

• Bulk updates triggering thousands of workflow runs – Always apply precise filters and only watch necessary fields
• Duplicate messages or tasks – Use tags or exit nodes to mark contacts that have already received a notification
• Stage-based filtering – Ensure operations workflows only run on contacts in the correct stage

Other best practices:

Use filters for any workflow that could be triggered repeatedly to prevent duplication

Always document workflows and train your team to follow workflow processes

Separate workflows by category, such as marketing, operations, and sales, for clarity

AI-Powered Workflows

LeadCenter is integrating AI nodes into workflows using Troy AI Agents, enabling:

• Automated task creation and assignment
• Drafting emails or messages
• Updating contact fields based on rules or AI logic
• Running workflows on a schedule, daily, weekly, or hourly

AI-powered workflows reduce manual effort, improve accuracy, and help your team focus on high-value tasks.

Monitoring Workflow Execution

LeadCenter provides full visibility into workflow runs:

• Track which workflows ran on each contact
• Monitor step completion and pending tasks
• Access workflow run details directly from contacts or the workflow dashboard
• Audit logs show all actions performed by workflows for compliance and reporting

This makes it easy to identify bottlenecks, troubleshoot errors, and ensure tasks are completed on time.

Summary

Workflows in LeadCenter turn your CRM into a true automation engine that simplifies marketing, operations, and sales:

• Trigger, Filter, Action is the core concept
• Steps and tasks help organize operational workflows
• Filters and exit nodes prevent errors and duplication
• Service teams and AI integration scale automation across large teams

Mastering workflows enables your team to automate repetitive tasks, improve accuracy, and focus on meaningful client interactions, all from a single, centralized system.

Next Steps:

• Experiment with AI nodes for automated decision-making and task execution
• Explore creating a marketing workflow triggered by contact creation
• Test an operations workflow with steps and tasks for onboarding or client follow-up
• Apply safeguards like filters and exit nodes to prevent unintended workflow runs