Autopilot

Autopilot turns a repeatable sales or customer-work process into a workflow that can run for you. You define what starts it, what it should check, and which steps it should perform. The workflow then runs automatically on a record or email event, on a schedule, or when a person starts it.

This is useful for a small team because the process is recorded once instead of being kept in somebody’s memory. For example, the same rules can remind an owner about a stale deal every Monday, alert a seller when a high-value opportunity appears, or route a new customer email to the right person.

Autopilot is different from Assistant. Assistant is an interactive conversation for questions, analysis, drafts, and one-off work. Autopilot is for a repeatable process that should run again when its trigger occurs. You can use Assistant-style chat to design an Autopilot. A custom Autopilot starts running when you save it; installed templates follow their own setup and activation requirements.

Use cases

The examples below follow a typical small-business sales process: outreach, meeting, proposal, and closing.

Business situation	Trigger and steps	Why it helps	Important review point
Weekly pipeline hygiene	Every Monday, find open deals that have not been updated for 14 days, notify the owner, and identify deals that need attention.	A founder gets a short action list instead of manually checking every deal.	Decide whether “stale” really means no activity for your sales cycle. Do not automatically close deals unless the rule and review process are genuinely agreed.
New-lead enrichment	When a new contact is added, look up available background information, update high-confidence fields, and notify the contact owner.	New leads arrive with useful context before the first outreach.	Review matching and duplicate rules. A name alone is not enough to identify the right person or company.
High-value opportunity alert	When a new deal is created, read the linked company, check a revenue threshold, and notify the assigned seller if it qualifies.	The right person hears about a valuable opportunity quickly.	Confirm that the company relationship and revenue field are populated and that the threshold matches the team’s definition of high value.
Inbound email routing	When a new email arrives in a selected mailbox, classify it as a meeting request, pricing question, unsubscribe request, or another intent, then route or update it.	A small team can process inbound requests consistently without watching the mailbox all day.	Confirm the mailbox, classification rules, owner routing, and any customer-facing action before activation.
Proposal follow-up	When a deal moves to a proposal stage, wait for a chosen period, check whether a reply or activity exists, and notify the owner if the deal is still quiet.	Follow-up happens at the right stage without relying on a personal calendar reminder.	Prevent repeat notifications when the same deal is updated or when a reply arrives.
Meeting follow-up	When a meeting-related record or activity is created, create a task or notify the owner with the next action.	The handoff from meeting to CRM follow-up becomes consistent.	Make sure the trigger is tied to the intended records and does not also react to the workflow’s own updates.
One-time selected-record job	Create a manual Autopilot, show it on a chosen table or group, and run it from a record or view after reviewing the selection.	A seller can apply the same cleanup or enrichment steps to a carefully chosen set.	Check the input form and the selected records before pressing Run.

A realistic sales scenario

Imagine that a founder sends proposals personally and has a small pipeline. They can build a proposal follow-up Autopilot like this:

Choose an event trigger for when a deal’s stage changes.
Watch the Deals table and limit the trigger to the proposal stage transition.
Wait for a defined period.
Check whether the deal has a newer linked email, calendar activity, or other reply signal.
If there is no reply, notify the deal owner or create an internal follow-up task.
If there is a reply, finish without sending a reminder.

The benefit is not merely speed. The workflow makes the team’s definition of “follow up” visible, repeatable, and easier to improve. The owner should still review the wording, recipients, timing, and stopping condition before the workflow is activated.

What Autopilot can do

The available steps depend on the workspace and the connected accounts, but the workflow system includes several useful categories:

Records: find records, get a known record, count or group records, create records, update records, and add or remove records from groups.
Messages and activity: search or read linked messages, check message statistics, create or update supported messages, and use a new email as a trigger when a mailbox is connected.
Workspace structure: create or update supported tables, groups, and views, or inspect the workspace structure.
Decisions and data preparation: filter conditions, branches, meaning-based classification, data transformation, mapping, and temporary workflow state.
Timing and notifications: wait for a period, use the current date and time, and notify a person or team.
Human review: pause at a review step so a person can supply missing information or confirm a sensitive action before the workflow continues.
Connected operations: use a connected account or external operation when the relevant connection, step, and permission are available.
Workflow composition: start another supported workflow and use its result in later steps.

Autopilot does not make an unavailable account, missing field, or unsupported operation available by guessing. A workflow needs real tables, fields, relationships, connections, and permissions. If a required value cannot be proven, the workflow should stop or wait rather than quietly using an unrelated record.

Getting Started

Before you begin

Prepare the business rule before opening the builder:

Write the outcome in one sentence. For example: “When a deal enters Proposal and has no reply after seven days, notify its owner.”
Decide what starts the process: a record change, a new email, a schedule, or a manual launch.
Decide which table, group, view, mailbox, or records are in scope.
List the conditions that must be true before an action is taken.
Decide what the workflow should do when a condition is false.
Identify any connected account, recipient, field, or approval it needs.
Decide how the team will inspect a run and what should happen when a step fails.

You need to be signed in and a member of the correct workspace. Reading a workflow may be possible for a regular member, but installing, creating, editing, activating, and deleting workspace Autopilots require workspace editor or administrator access. The API protects these changes with the workspace editor permission. If a control is missing or an action returns a permission error, ask a workspace administrator.

Open Autopilot

Open the workspace.
Select Autopilot in the sidebar.
Use one of the available areas:
- Get inspired to browse the Autopilot Library.
- Let’s build to describe a new workflow in plain language.
- My automations or My Autopilots to view workflows already installed in the workspace. The label can vary with the layout.

The page is available at /dashboard/workflow for users who need to open it directly. A saved workflow opens at /dashboard/workflow/<workflow-name> in the web application.

Option 1: Start from the Autopilot Library

The Library contains pre-built templates for common sales, CRM, communication, and automation processes.

Open Get inspired.
Search for a business outcome, such as “stale deals,” “new contact enrichment,” “inbound email,” or “high-value alert.”
Narrow the results with the category or integration filter when useful.
Select a template card or Preview.
Read How it works, the example, the trigger badge, and any connected-account badges.
Select Install when the template is close to what you need.
If the template is only a starting point, choose Or build it your way and adjust it in the visual editor.

The preview is a description of the template, not a promise that it will match your workspace exactly. Your tables, fields, groups, permissions, and connected accounts may require different setup.

Install and activate a template

When you select Install, the installation dialog guides you through the trigger questions one at a time. The exact questions depend on the template, but they may ask you to choose:

the table or object to watch;
whether the trigger reacts to a record being created, updated, or deleted;
the optional groups that limit the records;
a changed field or specific value transition;
a schedule and timezone; or
the connected mailbox to watch for new email.

Then:

Answer each trigger question with the table, event, group, field transition, mailbox, schedule, or timezone that matches the process you intend.
Complete every required setting. For example, an event trigger needs at least one event action and a table; an email trigger needs at least one connected mailbox; a scheduled trigger needs a schedule.
Review the resulting trigger summary and confirm that it describes the event you intend.
Select Install Autopilot.
If the template needs a connected account, complete the connection flow. Return only when the connection is shown as available.
If the connection can import contacts or companies, you may see an optional import prompt. Choose Import now only when you want that data brought into the workspace; otherwise choose Not now.
If the workflow has required activation settings, complete the Activate form and select Save & activate.
Open the installed workflow and confirm that Active is on before expecting automatic runs.

After installation, a template that requires setup is enabled when you finish its required questions. A template with no setup questions is installed turned off; open it and turn on Active when you are ready. If setup cannot finish, correct the missing connection or setting and complete the setup before expecting automatic runs.

Option 2: Describe a new Autopilot

Use Let’s build when your process does not match a template or needs several workspace-specific choices.

Describe the business outcome, not the internal step names.
Name the table, group, fields, stage values, mailbox, timing, owner, and stopping condition when you know them.
State whether the workflow should notify, update, create, wait, or ask for human input.
Say what should happen when the condition is not met.
Add a clear safety boundary, such as “Do not send a customer message until a person reviews it.”

For example:

Build a weekly pipeline review. Every Monday at 09:00, check open deals in the Proposal group that have had no linked email or calendar activity for 14 days. Notify the deal owner with the deal name, value, last activity date, and a suggested next step. Do not change the deal stage or contact the customer.

The builder may ask a clarification question when the request has more than one reasonable interpretation. Answer with the actual workspace choice, such as the correct table, group, stage, mailbox, or recipient. The builder can also search for similar Library templates and use workspace data to make the draft more specific.

Review the generated draft

The builder shows a workflow preview as it creates or changes the draft. Review:

The trigger and the records or mailbox it watches.
The order of the steps.
The conditions and branch paths.
The fields that are read or changed.
The recipient and wording of every notification or message.
Any wait period, repeat path, or human-review step.
Any connector that must be connected before the workflow can run.
The Runs as setting: The whole team or Just me.

If the preview reports diagnostics, read them before saving. A draft with missing required values, invalid relationships, or disconnected steps must be corrected first.

Use Apply to Canvas or Edit in Canvas to inspect the workflow visually. Use Save only after the logic and side effects are acceptable. Saving a custom Autopilot makes it live, so review its trigger and side effects before saving. Installed templates may require separate setup or activation.

Option 3: Create it in the visual editor

You can also select Create Autopilot or open a new workflow. The editor guides you through the trigger questions and shows the controls that match your answers.

Start the guided trigger setup and choose whether the workflow is Manual, Scheduled, or event-based.
For Scheduled, select the offered frequency and time. Weekly schedules also ask for a weekday; monthly schedules ask for a day of the month.
For an event-based workflow, answer the guided questions: choose whether to watch records or a mailbox, then choose the event and any optional conditions shown for that trigger.
Select Create Autopilot.
Give the workflow a clear name and add the steps.
Configure each step in the detail panel.
Connect the steps in the order they should run, including branch paths where needed.
Use Settings to check trigger, scope, and workflow details.
Save only after the diagnostics show that the workflow is valid.

The editor provides a node library, a canvas, and a detail panel. The canvas also includes Undo, Redo, Zoom in, Zoom out, and Fit view. Keep the path short enough that another person can understand it from the visual layout.

How to use it

1. Choose the right trigger

The trigger determines when the workflow is eligible to start. A workflow can have one of these user-facing trigger types:

Record event

Use this when a change to a record should start the process.

Answer the guided questions to choose which records to watch.
Choose when the workflow should start, such as when a record is created, updated, deleted, or changes from one value to another.
Add any optional conditions offered by the setup to narrow the records or field changes that qualify.
Review the trigger summary to confirm that it matches the process you intend.

For example, set the trigger to start when a deal’s Stage changes to Proposal, with an optional condition limiting it to the Active Pipeline group.

New email

Use this when a new email in a connected mailbox should start the process.

Choose A new email arrives.
Select one or more connected mailboxes.
Confirm that the workflow is intended to react to new arrivals, not every historical message.
Add steps that read, classify, route, or link the message as required.

Only the mailboxes selected in the trigger start the workflow. If no mailbox is connected, connect one from the connection flow or integration settings before returning to the trigger setup.

Schedule

Use this for recurring reviews, reminders, imports, or reports.

Choose the frequency offered by the scheduler, such as hourly, daily, weekly, or monthly.
Set the time when the workflow should run.
Set the weekday or day of the month when the frequency needs it.
Check the timezone shown in the editor.
Make sure the workflow can safely run more than once. A scheduled workflow should not create duplicates every time it runs unless that is intentional.

Scheduled runs are checked on the scheduler’s minute boundary. Give the workflow a moment after its scheduled time before assuming it did not run.

Manual

Use this when a person should decide when to start the process.

Choose Manual when creating the workflow.
Add input fields only for information the person launching the run must provide, such as a number, text value, or choice from a connected account.
Mark fields as Required when the workflow cannot safely continue without them.
Optionally choose Show on records and select the tables and groups where the manual action should appear.
Save the workflow.

A manual Autopilot can be launched from My automations, from a supported record, or from a supported table/view action. When launched from a record, record context fields such as the record ID and table ID can be filled automatically and hidden from the person running it. Other required fields appear in a form.

2. Limit the trigger before adding actions

The safest workflow starts with the smallest useful population.

Select one table or mailbox first.
Select the group or groups that contain the intended sales process.
Add a field condition, such as Stage is Proposal or Value is at least a chosen amount.
If reacting to updates, limit the trigger to the fields that matter.
Add a transition from one value to another when the workflow should fire only once at a meaningful stage change.

For example, “deal updated” may fire when someone changes a note, owner, or amount. “Deal Stage changes from Qualification to Proposal” is more precise for a proposal follow-up.

Avoid using a condition that the workflow itself changes. If a workflow updates a record and that update matches its own trigger, it can run again. Add a guard field, a narrower changed-field list, or a condition that becomes false after the first run.

3. Build the steps in business order

Write the workflow as a short sentence before arranging the canvas:

When a new deal is created, read the deal and its company, check the company’s revenue, notify the owner if the threshold is met, and finish.

Then map that sentence to steps:

Start with the trigger.
Read the record or message that provides the evidence.
Read related records when a decision depends on them.
Transform or map values when the next step expects a different format.
Add a branch for different outcomes.
Add the action for each branch.
Add a clear end path for records that do not qualify.

Available step names and groups can change as the workspace gains connections. Use the node library search and read each step’s description before adding it. Do not choose a notification step merely because it is the closest match to an external email action; check that the step actually performs the intended side effect.

4. Use decisions and branches carefully

A branch separates paths such as:

high-value deal versus ordinary deal;
replied versus no reply;
meeting request versus pricing question versus unsubscribe request; or
complete record versus missing required information.

For each branch:

Choose the field or earlier step result to check.
Choose the operator shown by the editor, such as is, is not, is greater than, contains, is empty, or is not empty.
Enter a value from the workspace when the condition uses a stage, status, or other fixed choice.
Connect every outcome, including Otherwise.
Finish or notify on the path where no action is appropriate.

Do not use a broad “contains” rule as a substitute for identifying a person or company. For identity, use a reliable relationship or exact value and review the result.

5. Decide whether the workflow should write, notify, or wait

Every step has a different risk level:

Step purpose	Good default for a small team
Read or count records	Use freely during testing; keep the table and group scope narrow.
Add a record to a group or update a field	Start with a small test population and verify the exact field/value mapping.
Create a customer-facing message	Use a review or draft step first; verify recipients and variables.
Change a stage or mark a deal inactive/lost	Require a clear condition and human review unless the team explicitly accepts automatic changes.
Use a connected account	Connect the least-privileged account that can complete the task and verify the account scope.
Delete data or messages	Treat as destructive. Confirm that the step is really required and that a recovery process exists.

The runtime can pause at a human-input step. A reviewer sees a form with the required information and selects Review & continue or Confirm & continue. The run resumes only after the input is submitted. A user-scoped run can be resumed only by the user who started it, so the person who launches a personal workflow should be available to review its pending step.

6. Understand Runs as

The Runs as setting controls whose access and connected accounts the workflow uses:

The whole team uses shared workspace access and shared connections where the workflow allows it.
Just me uses the creator’s access and personal connected accounts.

Some workflows are automatically locked to Just me. This can happen when they use a personal mailbox, a personal connected account, or a scheduled record access that requires one member’s permission. If the selector is locked, the editor explains why. Do not assume that a workflow created by one person can send from another person’s mailbox.

7. Configure required settings before activation

Some steps need values that should be stored once and reused on every run, such as a destination, a threshold, a mailbox, or a fixed message setting.

Save the workflow draft.
Select Active or the activation control.
If required settings are missing, complete the Activate form.
Review that these values will apply to every run.
Select Save & activate.

Do not put a value that changes from run to run into a fixed activation setting. Put it in the manual input or trigger context instead.

8. Test before activating an automatic workflow

The visual editor includes a test runner.

Select the test or flask button in the editor header.
Fill any manual input fields shown by the test runner.
Turn on preview mode when you want a Dry run.
Select Run Preview to inspect the path before using a normal run.
Review the run status, activity events, and output.
Expand Technical details when you need the input, result, or error for a step.
Turn preview mode off only after the workflow has produced the expected result with safe test data.

The test runner prevents a second start while a run is still active. You can use Cancel while an editable run is in progress. Test with one known record or a small, safe input before activating a trigger that can match an entire table.

9. Run a manual Autopilot

From My automations or an installed workflow’s detail page:

Select Run.
Review the workflow name and description.
Fill every required input. Defaults may be pre-filled, and record context may be filled automatically when launched from a record.
Check any choice that selects a mailbox, record, group, or external item.
Select Start.
Open the run history or task widget to follow the status.

The run is accepted with a run ID and may first appear as queued or pending. It can then become running, waiting, completed, failed, or cancelled. A manual run does not require the workflow to have an automatic event or schedule. It must be installed, valid, and accessible to the person starting it; the application exposes normal manual-run actions for workflows that are enabled.

10. Monitor runs and inspect the audit log

Open My automations or the workflow detail page to review history.

Automated and manual Autopilots are shown in separate sections when both exist.
Select History for the workflow.
Look at the status and time of each run.
Select View log for the run you want to investigate.
Read the step order, status, input, result, and error where available.
Inspect the records or messages shown as affected by a step.
Open a linked record when you need to verify the final field or relationship.

The run log is useful for answering “Did it start?”, “Which step did it reach?”, and “What changed?” It is also available while a run is in progress; steps appear as they complete. A run can retain the definition snapshot from when it started, so a later edit does not rewrite the meaning of an older run.

If a workflow is expected to run from a record event, event-based runs normally appear within seconds. Scheduled runs are checked on the minute. Allow a short delay before investigating a missing run.

11. Pause, edit, or remove an Autopilot

Pause future automatic runs

Turn Active off in the workflow editor header or in the Autopilot list. This prevents the enabled workflow from responding to future event or schedule triggers. It does not remove the saved definition or past run history. Check the run history separately if a run was already queued or running.

Edit a workflow

Open the workflow from My automations.
Select Edit Autopilot or enter the editor.
Use the chat view for a plain-language change, or the Canvas for direct step and connection changes.
Recheck the trigger, Runs as, connections, branches, and required values.
Test the revised definition.
Save the new version and confirm its Active state.

Editing a saved workflow is a versioned change. Check the version and the enabled state when a workflow has been edited several times, especially if the run history shows an older behavior.

Delete a workflow

Use the workflow menu and select Delete, then read the confirmation carefully. Deleting removes the Autopilot from the workspace and cannot be undone through the user interface. Pause and inspect the run history first if you are unsure whether the workflow is still needed.

12. Use the right place for recurring versus one-off work

Use Assistant when you want to ask:

Which open deals have no recent activity, and what should I do next?

Use Autopilot when you want a process to run every time a condition occurs:

Whenever a deal enters Proposal and remains without a reply for seven days, notify the owner.

Use a manual Autopilot when you want the steps to be repeatable but still want a person to choose the records and launch time. Use Email Integration for a person composing and sending a campaign, and Assistant for a one-time investigation.

Recommended design patterns

Start with a read-and-notify version

For a new process, first build a workflow that reads records and sends an internal notification. After the team trusts the scope and timing, consider adding automatic updates or customer-facing actions.

Make every workflow idempotent

In plain language, this means running the same trigger twice should not create two reminders, two contacts, or two customer messages. Useful safeguards include:

a condition that checks whether the action has already happened;
a field that records the last processed state;
a reply check before a follow-up;
a narrow stage transition instead of any record update; and
a stable identity field when creating records.

Keep the trigger and action about the same business event

A new inbound email should not be used to update every contact in a table. A deal-stage transition should not trigger a workflow that searches unrelated companies unless the relationship is explicit. If the process crosses tables, read the relationship and confirm the target before writing.

Separate facts from recommendations

If a workflow uses classification or enrichment, store high-confidence structured values in the appropriate fields and route uncertain results to a review step. Keep a short explanation or source note when the team will need to understand why a field changed.

Make failure visible

Add an internal notification or review path for missing data, disconnected accounts, and failed actions. A workflow that silently skips every incomplete record looks healthy while the sales process is losing information.

Troubleshooting

The Autopilot page or Library is empty

Confirm that you are in the intended workspace and that the page finished loading. The Library is reached through Get inspired; saved workflows appear in My automations or My Autopilots. If the workspace list failed to load, use Retry. A genuinely new workspace may simply have no installed Autopilots yet.

If a template search returns nothing, try a broader business phrase, clear the category or integration filter, or choose Let’s build and describe the process directly.

Install, Create, Save, or Active is unavailable

These actions change workspace configuration and require editor or administrator permission. Ask an administrator to check your workspace role. Also check that the template has a valid trigger, required tables, and any required connected account.

A template requires a connection

The workflow includes a step that needs a connected account. Complete the connection flow from the prompt or from the workspace’s integration settings. If the external account requires administrator approval, ask the account administrator to approve it. Return to the install dialog after the connection is visible.

If the connection succeeds but the workflow still says Reconnect required, check that you connected the same account and scope expected by the workflow. A personal connection may force Just me even when the rest of the workflow uses shared workspace data.

Activation says that settings are missing

The workflow has required values that are saved once and applied to every run. Select Activate, complete the highlighted fields, and choose Save & activate. If a field changes for every record, it belongs in the trigger context or step input instead of the fixed activation form.

The workflow saved but is not running

Check each item in order:

Confirm Active is on.
Confirm the workflow has the expected trigger type.
For a record trigger, confirm the correct table and at least one event action.
Confirm group limits, criteria, changed fields, and value transitions.
For an email trigger, confirm the selected mailbox is connected and that a new email arrived after activation.
For a schedule, confirm the time, weekday/day, and timezone.
Allow a short delay: event runs usually start within seconds, while scheduled runs are checked on the minute.
Open History to see whether a run is waiting or failed rather than missing.

A record event triggers too often

Turn Active off while investigating. Then check whether:

the trigger watches Updated without limiting changed fields;
the workflow updates the same record and thereby matches its own trigger;
the selected groups are broader than intended;
the criteria use a value that remains true after the workflow runs; or
two similar Autopilots are watching the same table and event.

Narrow the trigger, add a processed-state condition, or separate the workflow that reads from the workflow that writes.

The workflow sends a reminder or message twice

Pause the workflow and inspect the run history. Look for duplicate installed Autopilots, overlapping event triggers, a reply check that does not record its result, or an update that fires the trigger again. Check whether the first action actually succeeded before retrying. Add a condition that prevents the same record and event from being processed twice.

A run failed

Open History, select the failed run, and open View log. Start with the first failed step because later steps may only be missing an output from that step. Check the message shown for:

a missing or incorrectly typed field value;
a record or relationship that was not found;
an invalid choice or stage value;
a disconnected or expired account;
a permission problem; or
a destination, recipient, or required input that is blank.

Correct the workflow or the source record, test with one safe input, and start a new run. Do not repeatedly start the same external action while the first run’s status is unknown.

A run is waiting

Waiting can mean that the workflow is paused for a timer, an external response, or human input. Open the run detail and check the current step. If a review form is shown, provide the required values and select Review & continue or Confirm & continue. If the workflow is user-scoped, the person who started it may be the only person allowed to submit the form.

A manual Run button is disabled

Open the manual run form and fill every required field. Some fields are filled from the record automatically when the workflow is launched from a record; other fields still need a value. If the form is not available on the current record or view, check the manual workflow’s Show on records tables and groups.

The test runner shows the wrong result

Check the input values and whether preview mode is on. Run Preview is intended for a dry-run inspection; Run Autopilot is the normal run label. Review the event list and Technical details to confirm which input and branch were used. Test with one known record and a simple branch before using a broad table selection.

The Canvas has errors or Save is blocked

Read the diagnostics bar and the highlighted step. Common causes include:

a required step field has no value;
a step reads output from a step that does not run before it;
a branch or loop has no valid next path;
a selected field or choice does not exist in the current table;
a connected operation is not configured; or
a relationship points to the wrong table or record type.

Fix the earliest diagnostic first, then compile or test again. Do not hide a structured error by putting the value into an unrelated text field.

Changes appear in the Canvas but not in the saved workflow

The Canvas can contain an unsaved draft. Select Save and wait for the success message. If the workflow is automatic, check the follow-up prompt about turning it on. If you chose Not now, the workflow may be saved but inactive; use the Active switch after reviewing the trigger.

A connected action is unavailable

Check that the account is connected, that the workflow includes the correct step, and that your member account can use the operation. Some actions require additional setup or human input. If the workflow is locked to Just me, it may not be able to use a team-shared account. Ask an administrator to review the connection and workflow scope.

The workflow was deleted or the wrong one was installed

Deletion cannot be reversed from the user interface. If the wrong template was installed, turn it off immediately, inspect its run history, and ask a workspace administrator or support team about the available recovery process. Before installing another copy, search My automations to make sure a similar workflow is not already present.

You cannot explain what happened in a run

Open the run’s View log and inspect the step statuses and affected records. You can also use Something’s not right or Send report from the workflow surface. The report includes recent workflow activity automatically, so describe the business outcome that was expected and what actually happened.

Privacy and safety

An active Autopilot can read or change many records without another person watching each run. Before enabling one:

use the narrowest table, group, mailbox, and field conditions that meet the business need;
connect only the account and scope required for the steps;
review every recipient, message, update, and external side effect;
test with a small and safe input;
add a human review step for uncertain enrichment, customer-facing communication, and high-impact stage changes;
avoid putting passwords, access tokens, or unnecessary personal information into workflow inputs or notes; and
follow your company’s rules and applicable consent requirements for customer data and communications.

Keep a simple owner for each active workflow. That person should know why it exists, what starts it, what it changes, and where to look when a run fails. For workspace data structure, see Records, Groups, and Views. For connected mailboxes, see Email Integration. For programmatic access, see API and MCP.