> ## Documentation Index
> Fetch the complete documentation index at: https://docs.adsera.in/llms.txt
> Use this file to discover all available pages before exploring further.

# Workflows

> Automate replies, reminders and follow-ups: start a workflow when a lead, message, form, booking or payment comes in, and let it send, wait, decide and update your CRM.

A **workflow** runs a series of steps by itself when something happens, for example:

* welcome every new Meta ad lead on WhatsApp,
* remind a customer before a booked meeting,
* chase an unpaid payment request.

Open it from **Workflows** in the left menu.

> [!TIP]
>
> Describe what you want in plain words to the AI chat in the builder, or to [Ask AI](https://docs.adsera.in/help/ai/ask-ai.md), and it builds the workflow for you to review.

## Triggers: start the flow when…

| Trigger | Starts when |
| - | - |
| A Meta ad lead comes in | Someone fills your Facebook or Instagram lead form |
| A WhatsApp message arrives | A customer messages you, taps a button or replies |
| A form is submitted | One of your AdsEra [forms](https://docs.adsera.in/help/sales/forms.md) gets an entry |
| A contact changes | A contact is added, updated, labelled or moved to a segment |
| A deal changes | A deal is created, won, lost or moved to a stage |
| A task changes | A task is created, done or overdue |
| A Cal.com booking | A meeting is booked, moved or cancelled |
| A Calendly booking | A meeting is booked or cancelled |
| A payment happens | A payment request is paid or fails |
| On a schedule | Every day, every week, or at a set time |
| Another app sends data | Another tool calls the workflow's webhook URL |

## Steps

**Send**

* Send a WhatsApp message
* Send a message with buttons
* Ask a question (and wait for the reply)
* Send an email
* Hand over to the AI agent ([Addy](https://docs.adsera.in/help/ai/addy.md))

**Wait and decide**

* Wait
* If / else
* Repeat for each item
* Join paths
* Go to another flow

**Contacts and CRM**

* Add or update a contact
* Add or update a deal
* Create a task
* Find a contact, or find many contacts
* Match a lead to their WhatsApp
* Check a payment request
* Cal.com booking
* Data table

**Advanced**

* Call another app (HTTP)
* Reshape data
* Custom code

## Build, test and publish

**1. Create**

Click to create a workflow, then add the trigger and steps on the canvas. Click a step to set it up in the side panel. A phone preview shows your WhatsApp messages.

**2. Test**

Switch to **Test**, pick a sample contact or data, and run it. Each step shows what it did.

**3. Publish**

Every change is saved as a **draft**. **Publish** makes the draft live and turns the workflow on. On a live workflow, **Publish changes** makes your draft the next version.

**4. Watch the runs**

**Runs** shows every run, step by step, with any errors.

## Workflow settings

Click the settings icon in the builder:

* **About:** the name and what the workflow does.
* **If a step fails:** **Try again** a set number of times, **Wait between tries**, and **Email me when it gives up**.
* **Take people out of this workflow when…:** add a **stop rule**, for example once they buy. Without stop rules, everyone goes through to the end.

## Data tables

The **Data tables** tab stores your own lists (for example, price lists, pincodes or store branches) that workflow steps can read and write.

## Stopping a workflow

Turn the workflow off from its header. Stopping a live workflow ends every run that is waiting in it (on a wait, a button or a reply), and AdsEra tells you how many first.


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