A walkthrough of Pete’s redesigned workflow view: how to read your workflows at a glance, build one step by step, and attach it to a phase status. Your existing workflows and their logic are unchanged, only the way you see them is new.
What changed, and what didn’t
The workflow redesign came out of one of our most common sources of confusion and support tickets: it used to be hard to see how a workflow actually fit together. The old view was a list of steps, cases, conditions, and actions that was tough to follow top to bottom.
The redesign fixes that with a visual canvas, so you can see how work moves through Pete at a glance. The important part:
Every workflow you have already built still runs exactly the same. Nothing is broken, and there is nothing to reconfigure.
The engine that runs your workflows has not changed. Conditions and actions work the same as before.
Only the view changed, how you see and visualize what a workflow is doing.
Where to find your workflows
Go to Settings > Workflows. You will land on the workflow list.
Reading the workflow list
Each workflow in the list shows:
Name and Description.
Type: whether it is a property, contact, or lease workflow.
Trigger: whether it is system activated or activated by a phase template. System workflows show a trigger here. Manually added workflows show no trigger, because you kick them off yourself from a property.
Created and last updated dates.
Reading a workflow on the canvas
Open any workflow to see it on the visual canvas. Start at the top and read down.
The top of the canvas shows when the workflow runs. For a system workflow it reads “when this system runs” and notes that it is running on all properties. It can also be added manually from a property.
Step 1 runs immediately when the workflow starts. From there each step follows in order.
Each step shows its target type (property, contact, or lease) and whether it is a system workflow.
You can set the campaign number a step’s text messages or voice AI send from, if you want them to come from a specific number.
How a single step works
Click a step to open it. A step is made of conditions (what has to be true) and actions (what happens). For example, a step might show a filter icon with a condition like “lead origin is in the list External” and “lead phase status is New,” and an action like “Call New Lead.” You can add more actions to a step at any time, such as initiating a follow-up call, adding a tag, or sending a notification.
A second step might be an email responder with a condition such as “time from last human interaction is 5 minutes or more” and “street is not empty,” then an action to send an email. Emails and texts are built from your templates, so you create the template first, then the step sends it.
Moving around the canvas
Zoom in and out to focus on one step or see the whole picture.
Fit to view snaps the whole workflow into frame.
Drag steps to rearrange them, then clean up the view. Arranging steps left, right, or in a different order can make a workflow much easier to follow.
System vs. manual workflows
System workflow: always running in the background. When something changes (like a lead status), the workflow kicks off automatically.
Manual workflow: not tied to a trigger. It only runs when you start it, or when it is attached to a phase status that changes.
One example you will see built in is the Dead workflow. If you talk to a lead and mark them dead, it stops all workflows on that lead and sets the temperature to Dead, so nothing else keeps running on them.
Building a workflow step by step
Here is the simple drip campaign built during the training. Work from the top down and do one step at a time.
From Settings > Workflows, create a new workflow and choose the type (property or contact). In the example we used a property workflow.
Open the first case and name your first step (for example, “Follow Up 1”), then save it.
Add the action. Choose Send SMS, pick the template, and set who it goes to. Select only the default contact so that if there is more than one seller on the property, it only sends to the primary one.
Add the rest of your steps first. Create “Follow Up 2” and “Follow Up 3” the same way, each sending its SMS template. Getting all the steps in place before adding timing is the easiest way to build.
Go back and add conditions. On a step, add a Postpone execution condition, which simply means wait a set period of time. For example, wait one day and send at 12 PM, then wait three days and send at 2 PM.
Connect the steps. Point each step to the next with “go to step,” and save as you go.
Tip, build top to bottom: start at the top and do one step at a time, conditions first, then actions. That is why the builder lays them out in that order. Jumping around is how you end up missing things and making mistakes.
Tip, add a send-time variance: instead of sending at exactly 2 PM, add a few minutes of variance so a send can land slightly before or after. When a campaign sends the same message to a lot of leads at the exact same moment, carriers and email providers are more likely to flag it as spam. Spreading the sends out makes that far less likely.
Attaching a workflow to a phase status
A manual workflow can run automatically when a property’s status changes. To wire it up:
Go to Settings > Phase Statuses.
Open the status you want (for example, a “Follow Up” status).
Under Automation, add your workflow.
Now, whenever a property moves into that status, the workflow runs. The status page even hyperlinks back to the workflow, so you can jump straight to it.
A few pro moves from the training
Give yourself time to cancel with a start delay. You can set a workflow to wait 5 or 10 minutes before its first step runs. That window lets you stop it if needed. A good example: when you move a property to “Sold,” a congratulations text might fire automatically, but you may be on the phone with that seller when you change the status. A short delay gives you time to cancel before it sends.
Quick reference
Find it: Settings > Workflows.
Read it: top to bottom on the canvas, each step is conditions plus actions.
Build it: add all your steps first, then add conditions and timing, one step at a time.
Templates: SMS and email steps send your saved templates, so create those first.
Default contact: send to the default contact only so you do not message every seller on a property.
Variance: add a few minutes of send-time variance to avoid spam flags.
Start delay: delay the first step a few minutes so you can cancel if needed.
Attach it: Settings > Phase Statuses > Automation to run a workflow on a status change.
Nothing broke: existing workflows and their logic are unchanged, only the view is new.
Video chapters
9:14 Why the workflow view was redesigned
9:45 What stayed the same
10:56 Where to find your workflows
11:04 Reading the workflow list
12:03 Opening a workflow on the canvas
13:27 How a single step works
14:58 Zooming and fitting the view
15:36 System vs. manual workflows
16:51 The Dead workflow
18:35 Building a workflow from scratch
22:51 Adding conditions and wait times
24:07 Send-time variance and avoiding spam
25:46 Attaching a workflow to a phase status
28:17 Using a start delay so you can cancel
29:40 Reordering steps and tidying the view
If you have any questions or need a hand, reach out to support at [email protected].