Workflows

The Workflows page is where you manage automation workflows in RizzDial. A workflow is an automated process that starts from a trigger, such as a new contact or a specific activity, and then performs actions like messaging, calling, tagging, updating contact details, or moving a lead through a process.

🎯 What This Page Is Used For#

Use the Workflows page when you want to:

• View all workflows in one place
• Create a new workflow
• Open an existing workflow for editing
• Organize workflows into folders
• Search and browse workflows
• Activate or deactivate workflows
• Duplicate an existing workflow
• Import a workflow from a JSON file
• Export a workflow as a JSON file
• Move a workflow into a different folder
• Delete workflows that are no longer needed

The Workflows page has two main areas.

📋 Workflows Table#

The right side shows the workflow list. Each workflow row includes:

• Number
• Workflow name
• Status
• Created by
• Created date
• Action menu

The workflow name is clickable. Clicking it opens the workflow builder so you can review or edit the automation.

📁 Folders#

Folders are optional, but they are useful when an account has many workflows.

➕ Add a Folder#

Click Add in the Folders panel.

Enter a folder name, then click Save. After saving, the folder appears in the folder list.

✏️ Edit a Folder#

Open the folder's three-dot menu and choose Edit.

Update the folder name, then save it.

🗑️ Delete a Folder

Open the folder's three-dot menu and choose Delete.

When a folder is deleted, workflows inside it are moved to No Folder. The workflows themselves are not deleted.

↕️ Reorder Folders

Folders can be reordered by dragging the handle beside a folder name.

After dropping the folder in a new position, the order is saved automatically.

🔖 Remembered Folder Selection

When you select a folder, the page remembers that selection in the browser. If you come back later, the same folder can be selected again automatically.

If that folder no longer exists, the page returns to All Workflows.

🏷️ Workflow Status

Each workflow has a status badge.

Common statuses are:

You can change a workflow's status from the row action menu.

If a workflow is active, the action menu shows Deactivate. If it is inactive or draft, the action menu shows Activate.

➕ Creating a Workflow#

Click Create Workflow to start a new workflow.

The system creates a draft workflow and opens the workflow builder. From there, you can design the automation, update its name, add triggers, add actions, and save changes.

New workflows start as drafts so you can safely build and review them before turning them on.

📥 Importing a Workflow#

Click Import Workflow to upload a workflow JSON file.

Steps:

1. Click Import Workflow
2. Choose a valid workflow JSON file
3. Click Import
4. Wait for the import to finish

If the file is valid, the workflow is imported as a draft. You may be taken directly to the builder to review it.

Import is useful when moving a workflow between accounts, restoring a saved workflow, or sharing a workflow template.

⚙️ Workflow Actions Menu#

Each workflow row has a three-dot action menu.

Available actions can include:

• Edit
• Change Folder
• Activate or Deactivate
• Duplicate
• Export
• Delete

The available actions may depend on your permissions.

✏️ Edit

Edit opens the workflow builder for that workflow.

Use this when you need to change the workflow name, trigger, actions, settings, or automation structure.

📁 Change Folder

Change Folder opens a popup where you can move the workflow into another folder.

Choose a folder, then click Save. Select No Folder if the workflow should not belong to any folder.

▶️ Activate or Deactivate

Activate turns the workflow on.

Deactivate turns the workflow off.

Use Deactivate when you want to pause a workflow without deleting it.

📑 Duplicate

Duplicate creates a copy of the workflow and opens the copy in the builder.

The copied workflow is created as a draft. This is helpful when you want to reuse a workflow structure without changing the original.

📤 Export

Export downloads the workflow as a JSON file.

Use this for backup, sharing, or migration.

🗑️ Delete

Delete removes the workflow after you confirm the action.

Only delete a workflow when it is no longer needed. If you may need it later, export it first or deactivate it instead.

🔍 Searching and Browsing

The workflow table includes search, pagination, and item-count controls.

Use search when you know part of a workflow name or need to quickly find a specific automation.

Use pagination when the account has many workflows. The table loads workflows in pages so the screen remains fast and organized.

📭 Empty States

You may see empty or limited content in these situations:

• No folders yet — no workflow folders have been created
• No workflows in selected folder — the selected folder does not contain workflows
• No matching search results — the search term does not match any workflow

When this happens, you can clear the search, select All Workflows, create a workflow, or move workflows into the selected folder.

🛠️ Workflow Builder#

When you click Create Workflow, a workflow name, or Edit from the action menu, the Workflow Builder opens. This is where you design triggers, actions, and the full automation flow.

🎨 Builder Canvas#

The builder has three main areas:

• Left sidebar — drag triggers and actions onto the canvas
• Center canvas — visual grid where your workflow is built
• Right panel — configure the selected trigger or action

Left sidebar groups

Triggers start the workflow. Actions run after a trigger fires. Use the + controls on the canvas to add more steps and connect them into a flow.

⚡ Available Triggers#

Drag a Trigger block from the left sidebar (TRIGGERS → Trigger) onto the canvas. Click it to open CONFIGURE trigger in the right panel, then choose a Trigger Event.

Configure fields

Filters are saved on the trigger and matched by the workflow engine before the workflow runs.

Trigger events

Open the Trigger Event dropdown to pick from these groups:

⚡ Configure a Trigger or Action#

Click any block on the canvas to open its settings in the right panel. Update the label, choose the trigger event, add filters, or configure action-specific options.

⚙️ Workflow Settings#

Click Settings in the builder toolbar to open communication and timing options for the workflow.

Available settings include:

• Timezone — used for wait steps and time window rules
• Allowed Users — choose who can trigger this workflow; leave empty to allow all users
• Time Window — restrict when automated actions may run
• Sender Details — default From Name, From Email, and From Number for outgoing messages

Click Save Settings when you are done.

🧪 Test, History, and Enrollment history#

These three buttons sit in the builder header next to Settings, Activate, and Save. They apply to this workflow only — open the workflow first.

• Test — practice run you start yourself
• History — log of runs (tests and live)
• Enrollment history — roster of contacts who entered this workflow

Save the workflow first. Test stays unavailable while there are unsaved changes or the canvas is empty.

▶ Test#

Use Test to walk the path on the canvas without waiting for a real-life event.

What a test does

• Runs this workflow for a contact you pick
• Steps light up on the canvas so you can see the path
• Wait steps finish immediately (no real delay)
• SMS, email, and similar messages are not actually sent — the test pretends they succeeded
• After a test, View Activity opens that contact’s activity timeline

A green “Test completed” message means the practice run finished — not that a text or email went out.

How to run a test

1. Add your trigger and actions on the canvas
2. Click Save
3. Click ▶ Test
4. Choose Trigger to test if there is more than one trigger
5. For a call-details trigger, also choose a Call status (for example No-answer)
6. Under Phone / Contact, search and select a contact (required)
7. Click ▶ Run test

Watch the canvas. Then open History for step results, or View Activity for that contact.

If Test will not start

• Add at least one node to the canvas
• Click Save if it is available
• Select a contact in the Test window

📜 History#

History (panel title: Execution history) is the run log for this workflow. It shows the last 50 runs.

Each row typically shows:

• Contact name (or a run number)
• Steps finished vs total
• FAILED badge if any step failed
• Phone, trigger, and how long ago it ran
• Status icon: completed, failed, running, paused, or other

Click a run to expand:

• Trigger and overall status
• Started and Completed times
• Each step in order with completed / failed / running
• Red error message if something failed
• Short execution log in time order

If the list is empty, run ▶ Test to create the first row.

Use History when a live SMS or email did not arrive — it shows whether the workflow ran and which step stopped.

👥 Enrollment history#

Enrollment history is the contact roster for this workflow (last 30 days).

Filters: Start / End date · Event · Contact search · refresh · Previous / Next

Remove appears only while the contact is still in progress. Confirm to stop them in this workflow — they are not deleted from your contacts list.

✨ Build with AI#

Click Build with AI in the builder to describe a workflow in plain language. The AI lays out triggers and actions on the canvas based on your prompt.

You can iterate by asking the AI to add or change steps — for example, "add a tag after the call." Your changes are saved when you click Save in the builder.

💾 Save and Activate#

Use Save in the builder toolbar to store your design. Use Activate to turn the workflow on once it is ready. Use Back to return to the All Workflows list.

For organization-wide past runs, see Execution Logs.