When setting up workflow automation, the search functionality can be used to verify the existence of a lead, contact, or matter. This feature is essential to ensure that automation runs smoothly with all the necessary data.
Sample use case scenario
The following workflow sends an automated confirmation email to a newly created lead when they submit an intake form. The trigger for this workflow is the submission of the form. The search lead action is used to search for and confirm that the new lead has been added to the database before preparing and sending the automated email.
Using the search functionality in workflows
To use the search functionality in workflows, follow these steps:
Go to Automation and click on Add to create a new workflow.
Set up the trigger and the first action for your workflow.
Click the + button and select Search Lead from the dropdown options.
Note: You can also utilize the AND and OR search conditions for your search setup. The AND operator ensures that all specified values are present before proceeding to the next activity. On the other hand, the OR operator allows the process to continue if any of the specified values are present. Follow this article to understand more about AND & OR operators.
Click on the empty field and choose "Name" from the Lead value in the Step 2 dropdown options.
Toggle the "Stop workflow if not found" switch.
Note: By toggling this switch, the workflow will not progress beyond this point unless the searched data exists in the database.
Set up the second action for the automated email confirmation.
By following these steps, you can effectively utilize the search feature in workflows to ensure the smooth execution of your automation process.