What is Custom Workflow in CRM Integrations? How to Create & Publish

Build multi-step automations between your CRM and Saleshandy, without leaving the platform.

If you're already using Saleshandy's CRM integration, you're familiar with trigger rules: fixed automations like "when a prospect replies, create a deal in Pipedrive." These cover the basics, but they don't go far enough for teams with more specific needs.

There's no way to add conditions to a trigger, no scheduling, and no branching based on what a previous action returned. If you needed anything beyond a single trigger-to-action flow, you had to build it in Zapier or Make, adding cost and another tool to manage.

Custom Workflow removes that dependency. You can now build your own multi-step automations directly inside Saleshandy, with full control over triggers, conditions, and actions.

Custom Workflow is a native automation builder built into each of Saleshandy's CRM integration modules. It works alongside your existing trigger rules, not as a replacement, and gives you the freedom to build workflows that match your exact business logic.

With Custom Workflow, you can:

Custom Workflow is available within the following CRM integration modules:

Each CRM has its own dedicated workflow list, accessible from that CRM's integration settings in Saleshandy.

Navigate to Settings → Integrations and open your connected CRM. Scroll to the Custom Workflows section.

If you haven't created any workflows yet, you'll see an empty state with a "Create your first workflow" prompt.

Click Create Workflow in the top-right corner. A modal will appear with two fields:

Click Create Workflow to confirm. The button stays disabled until a name is entered. Once confirmed, the workflow canvas opens automatically in edit mode.

Every workflow starts with a Trigger node, the event or condition that kicks off execution. Click the trigger node to open its configuration panel on the right.

Choose one of three trigger types:

API Call

The workflow is triggered by an inbound HTTP POST request. The panel shows a unique endpoint URL for your workflow, along with a pre-filled cURL snippet for quick reference.

You can use this in two ways:

this URL and triggers the workflow automatically.

The endpoint accepts a JSON payload, which can be used to pass data into the workflow. If no data is needed, an empty {} is accepted.

Schedule

The workflow runs automatically on a recurring schedule or at a specific date and time, no external event needed.

You have two options:

Application

The workflow is triggered by an event from a connected application, either Saleshandy or your CRM. Select the application from the picker, then choose a specific event from that app's event list. Each event shows a name and a short description.

When that event fires, the workflow evaluates any configured conditions and executes if they are met.

Only one application and one event can be selected per workflow trigger.

For a detailed breakdown of each trigger type, check the Refold docs.

Note:

Some triggers, like API calls or webhooks, allow you to pass custom data into the workflow. This data can be used by actions or conditions to create dynamic behavior based on the input. For example:

Once the trigger is configured, click the + button below the trigger node to add an action.

An action picker lists all available actions. Select one to append it to the node chain and open its configuration panel on the right. Fill in the required fields, then add the next action the same way. Actions execute in order, top to bottom. Branching is based on action response.

When an action makes an API or webhook call, the response it receives can be used to determine what the next step should be. This lets you build logic that reacts to real outcomes, not just fixed rules.

To remove an action node, right-click it and select Delete.

Once the trigger and at least one action are configured, activate the rule.

On successful publish:

To edit — Click the three-dot menu and select Edit. This opens the canvas in edit mode.

To delete — Select Delete from the three-dot menu. A confirmation modal will appear with the message: "This will permanently delete [Workflow Name] and cannot be undone." Click Delete Workflow to confirm. A toast notification confirms the deletion.

Deleting a workflow removes it permanently. If you want to stop it temporarily, use the status toggle instead.