Automation & Workflow: FAQ

Three main ones: automatic task and event creation through activity sets, guided process automation through pipelines, and if/then rule-based automation through Workflow Automation itself. See Automation & Workflow Guide.

An if/then instruction: when conditions are met, actions fire automatically. Plan carefully before building, since workflows can get complex enough to produce a cascade of triggers and actions if you're not watching how they interact. See Automation & Workflow Guide, Workflow automation.

Up to 50 per object type. Each workflow keeps a log of its last 100 runs, with successful entries retained for 90 days, so you can review what actually happened. See Automation & Workflow Guide, Managing existing workflows.

Yes. Cloning duplicates the whole process, its criteria, and its actions, which is useful when a new process needs the same criteria as one you already have. See Automation & Workflow Guide, Managing existing workflows.

Yes to both. They count toward your daily email sending limit, and because a copy is saved to the Emails tab, they count toward your record limit as well. See Automation & Workflow Guide, Things to keep in mind.

Except for leads, records created through a workflow are linked back to the record that triggered them. Leads don't support linking the same way other record types do. See Automation & Workflow Guide, Things to keep in mind.

Both. Merge fields work in the subject line as well as the body, so the subject can pull in details like the recipient's name or the record it relates to, not just static text. See Automation & Workflow Guide, Personalizing workflow emails.

A webhook sends information from Insightly to an external application using an HTTP POST callback to a URL you specify, triggered from workflow automation. Setting one up assumes comfort with custom coding, so you'll want technical staff or a developer if you don't have that background. See Automation & Workflow Guide, Webhooks.

Code your developer writes and uploads into Insightly, used to check, monitor, and update Insightly and other systems. It can run on a timed schedule or on an event-based trigger, and is written in JavaScript. Up to 50 functions are allowed per account. See Automation & Workflow Guide, Lambda functions.

A way to require designated people to sign off on a record, such as a discount or a quote, before it moves forward. It's Enterprise-only, set up under System Settings > Automation > Approval Processes, and restricted to administrators with Advanced Permissions. It supports leads, opportunities, projects, and custom objects. See Approval Processes.

Go to System Settings > Automation > Approval Processes, click Add New Approval Process, name it, and choose the record type. New processes are active by default, though only one can be active per record type at a time. See Approval Processes, Creating a process.

It locks, and the approver gets a link to review it. Submission can be automatic, firing as soon as the triggering action happens, or manual, through a Submit for Approval option in the record's Actions menu. See Approval Processes, Submitting and approving.