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Workflow builder

How to publish a workflow and set its settings (sending hours, re-entry, stop on response)

Inside the workflow, open the Settings tab to choose whether contacts can re-enter, whether the workflow stops when they reply, the time zone and the sending window. Then switch the toggle from Draft to Publish and click Save.

Updated on

Before you start

  • The workflow must already exist, with at least one trigger and one action.
  • You need access to the Automation module.
Where to find it

Automation › Workflows › (open the workflow) › Settings

Step by step

Open the settings

  1. Go to Automation › Workflows and click the workflow.
  2. At the top of the builder, click the Settings tab.

Contact settings

  1. Allow Re-entry: turn on if the same contact can enter more than once (useful for reminders or follow-ups after every purchase). When off, a contact goes through the workflow only once. Even when on, a contact who is still inside the workflow can't enter again.
  2. Allow multiple opportunities: for workflows with opportunity triggers (for example, pipeline stage changed), lets a contact enter once per opportunity they have. When off, only the first opportunity counts.
  3. Stop on Response: turn on to remove the contact from the workflow as soon as they reply to a message sent by this workflow. That way nobody gets automated messages once they're already talking to your team.

Communication settings

  1. Time zone: choose the account time zone (same for everyone) or the contact's time zone (each contact gets messages in their local time; if a contact has no time zone, the account one is used).
  2. Time window: turn on the specific time option and set the start time, end time and days of the week. Messages that fall outside this window are paused and go out in the next allowed window.
  3. Sender details: enter the sender name and email and, if you want, the phone number used by this workflow's messages.
  4. Click Save.

Publish

  1. At the top of the builder, switch the toggle from Draft to Publish.
  2. Click Save. Only from this moment does the workflow run on its own.
  3. To stop the workflow, set it back to Draft and save.

Tips

  • Workflows with appointment or invoice triggers always let a contact enter once per appointment or invoice, even with Allow Re-entry turned off.
  • Saved and Published are different things: you can have unsaved changes in a published workflow, or a saved draft that doesn't run.
  • Use the time window to match your business hours: no texts at 3 a.m.

Common problems

  • The contact didn't enter the workflow again → Allow Re-entry is off, or the contact hasn't finished the first run yet. Turn the option on or remove the contact from the workflow first.
  • Messages didn't go out at the expected time → They're being held by the Time window or calculated in a different time zone. Check the hours, days and time zone in settings.
  • The customer replied and kept getting messages → Turn on Stop on Response and save. It only applies to replies to messages from this workflow.
  • I can't find the Publish button → Look for the Draft/Publish toggle at the top of the builder. If publishing fails, fix the flagged steps under Review issues.

Frequently asked questions

If I change a setting, does it affect contacts already in the workflow?

Settings apply from the next steps on. A wait that's already running doesn't change.

Does unpublishing delete the contacts in the workflow?

It doesn't delete any contacts. It just sets the workflow back to draft so it stops running.

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