Things to Keep in Mind for Workflow Automation

Workflow processes are very powerful, so they can get complex. Carefully plan your workflows and take the time to learn how they work to avoid a cascade of triggers and actions that make more changes than you aim for.

  • Emails sent through workflows count towards your daily email sending limit. Also, because a copy of the email is saved to the Emails tab, they do count towards your record limit.
  • Except for leads, all new records created through workflows are linked to the record that triggers them. Because leads do not include linking like other records, they will only be linked to their emails and tasks.
  • Actions taken by one workflow cannot trigger the criteria of another workflow.  For example, if a have one workflow creating a task, and another sending an email when a task is created, the task created by the first workflow will not trigger the second.
  • When a workflow action changes a Pipeline stage, it will not trigger an activity set related to the new Pipeline stage. Consider re-creating your activity sets' tasks and events in the workflow's actions.
  • When a workflow action updates a field, it will overwrite the current value in that field.
  • The user who triggers a workflow action becomes the record creator and owner of any new records created by that action (i.e., if Jolene edits a contact and causes a workflow to create a new project, Jolene is listed as the creator and owner of the project).
  • All scheduled action times are triggered based on UTC/GMT (Greenwich/London time).
  • Project milestones are not available in workflows.
  • If a workflow has been triggered and schedules an action for a future date, that action will not be rescheduled if the workflow is triggered again. Once the action has been scheduled, it will be treated as a pending action; Insightly will not replace the action if the trigger is activated again.
Was this article helpful?