Goal: stop doing the same reaction by hand every time.

Where: Settings → Workflow Rules → New rule.

Steps:

  1. Pick a trigger — lead is created, lead status changes, owner changes, tag added, deal created, deal stage changes, a visit date arrives, or N days after a visit.
  2. Add "Only when" conditions and choose how they combine: ALL must match, or ANY may. E.g. source is Meta AND phone starts with +44.
  3. Pick the action: create a task (with assignee + due offset), auto-assign the lead, send a notification, or require fields before a status change.
  4. Save. The rule runs automatically from now on — edit or disable it any time from the list.

Examples that pay for themselves:

  • New lead from the UK campaign → assign to the UK rep, task "call within 1 hour".
  • Deal moves to Closed Won → notify the manager.
  • Lead status → "Treatment Plan Ready" requires a phone number on file.