Workflows in Wealthbox help standardize and streamline your processes by guiding you through a series of predefined steps. You can start a workflow for a Contact, Opportunity, or Project, depending on how the workflow template was created.
Before you can start a workflow, a workflow template must first be created and published in your workspace. Once published, all users automatically have access to start any workflow template available within the workspace, ensuring consistency and collaboration across your team.
In the sections below, we’ll walk you through how to start a workflow.
See also:
- How to Start Multiple Workflows at Once
- How to Start a Workflow and Create a Contact at the Same Time
Starting Workflows from the Workflow screen:
Follow the steps below to start a workflow for a contact, opportunity, or project:
1. Click on “Workflows” on the navigation panel on the left side of the screen.
2. Click on “Start Workflow."
3. Choose the template you would like to start. (See also, “How do I create a workflow template?“).
4. Choose the contacts, opportunities or projects you would like to link the workflow to.
Starting a Workflow fields:
Template
- Only published templates will be displayed here.
- Select the workflow to start.
Related To
- Workflows can be assigned or related to contacts, opportunities, or projects. This assignment object is set in the workflow template.
- When starting a Workflow from a contact, opportunity, or project, Wealthbox will automatically add the record from which it was started.
💡Best Practice Tip - How Many Contacts: When starting a workflow, we recommend relating it to up to only 15 contacts at once if you're looking to start a workflow for multiple contacts at the same time. This will start a separate workflow for each contact, opportunity, or project. It will not add each to the same exact workflow. Each workflow can be assigned to just one contact, opportunity, or project.
Label
- In Wealthbox, the Label field, when starting a workflow, assigns a descriptive or customized name to the specific instance of the workflow you are initiating.
💡Best Practice Tip - Workflow Labels: If a workflow can be started multiple times for a contact, a label will help you differentiate each instance of the workflow. For example, use a label in client review workflows to indicate the year or cycle, 2025 Annual Review, or 2024 Q4 Review. This helps you easily identify and differentiate it from other workflows, especially when you have multiple workflows running simultaneously or repeat workflows for different clients.
Start Date
- Users can add a start date and time for the workflow to begin. If users have their notifications turned on, they will receive a notification of the workflow’s start date and time.
If the workflow is scheduled, (the start date is set to a future date) it will display under scheduled workflows and will automatically start on the set start day.
Milestone Date
- If a milestone is selected for any of the workflow steps a milestone date will need to be selected for the user to start the workflow. The user will not be able to start the workflow if a date is not selected at the time of starting.
Start Workflow
- This button starts the workflow after all the selections above are made.
Starting Workflows from the related record:
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While in a specified contact record, opportunity or project, you will see an “Workflows” box on the right-side panel. Click “Start New” and then choose the workflow you would like to start.
What are the common questions and best practices when starting a Workflow?
Q: Who can see in-progress or started workflows?
A: See: Does everyone in my team see the workflows?
Q: Can you assign a Workflow step to the assignee of the previous step?
A: Currently, in Wealthbox, workflow steps cannot be dynamically assigned to the owner of the previous step. All workflow step assignments need to be predefined in the template or manually updated when the workflow is running. This means there isn't a built-in way for the system to automatically hand off a step to the same user who completed the prior one.
Q: Can I automate the start of Workflows?
A: Currently, there is no way to automate the start of a workflow in Wealthbox.
It is not possible to have Wealthbox initiate a workflow itself or be triggered by some other action outside of the workflow. You would need to manually start the workflow. Workflows in Wealthbox are automated within themselves, so once it is started they will continue to the next steps autonomously.
While there is no way to automate or trigger a Workflow directly in Wealthbox, you may be able to create an automation with a third-party application such as Zapier or Make to do so. We recommend reaching out to their respective teams to see if it is possible and what the process is for doing so.
💡Best Practice Tip - How Many Contacts: When starting a workflow, we recommend relating it to up to only 15 contacts at once if you're looking to start a workflow for multiple contacts at the same time. This will start a separate workflow for each contact. It will not add each to the same exact workflow. Each workflow can be assigned to just one contact record.