Getting Started with Workflows in Sparkforge

A workflow runs a sequence of tasks automatically. Set it up once and it executes every time the trigger condition is met. Workflows are how Sparkforge handles lead nurture, follow-up, onboarding, internal notifications, and pipeline updates without manual work.

The two parts of a workflow

Every workflow has two halves: Triggers (what starts it) and Actions (what it does).

Triggers

A trigger is an event or condition that adds a contact to the workflow. Examples: a contact books an appointment, a payment is received, a form is submitted, an opportunity moves stages.

Actions

Actions run after the contact is added. They're the tasks Sparkforge performs — send an email, send an SMS, update a field, create an opportunity, hit a webhook, branch on a condition, wait, and more.

What's worth automating

Anything repeatable. Common patterns:

• Lead nurture. Email and SMS sequences that warm leads at each funnel stage.
• Appointment scheduling. Auto-confirm bookings, send reminders, follow up on no-shows.
• Follow-up. Trigger an email or text after a contact visits pricing, downloads a resource, or replies.
• Customer onboarding. A scripted welcome sequence after a new customer signs up.
• Feedback and reviews. Send a review request after a service is delivered.
• Lead scoring and segmentation. Adjust engagement scores and tags based on behavior.
• Data entry. Capture leads from forms and integrations directly into the CRM.
• Event registration. Confirm signups, send reminders, follow up after the event.
• Cart recovery. Remind customers about abandoned carts.

Workflow recipes

Sparkforge ships pre-built workflow templates called Recipes. When you create a new workflow, pick Recipes from the prompt to start from a working baseline. Edit it to fit your business — especially if you're new to automation.

Build a workflow in three steps

Step 1: Choose a trigger

Click Add Trigger in the workflow builder. The trigger menu opens. Pick one. You can add multiple triggers to the same workflow to bring contacts in from different sources.

Step 2: Add trigger filters

Filters narrow what fires. Example: the Call Status trigger fires for any call type — add a filter to fire only on inbound calls to a specific number.

Step 3: Add actions

Click Add Action to open the action menu. Add as many as you need in the order you want them to run.

Advanced patterns

Branching with If/Else

Add an If/Else step to send contacts down different paths based on field values, tags, or other conditions. Use Split for random A/B routing.

Chaining workflows

Complex processes work better as several short workflows than one giant one. Pattern: one workflow per pipeline stage, each one removes the contact from the prior workflow and updates the opportunity stage as it hands off.

Webhooks

Webhooks connect Sparkforge to anything else — both inbound (receive data into a workflow) and outbound (send data out). They have a learning curve but they unlock integrations Sparkforge doesn't ship natively.

Troubleshooting checklist

• Test with a fresh contact. Re-running on the same contact can produce confusing results. Delete the test contact or use a new one.
• Use a real contact, not just Test Workflow. The built-in test mode has limits. Trigger the workflow as a live contact would for the most accurate read.
• Check your filters. Filters at the trigger and action level are the most common reason workflows misfire. Re-read them before assuming the action itself is broken.
• Check Allow Reentry. If reentry is off, a contact won't re-enter even when you want it to during testing. Toggle it on or delete the contact between runs.