Triggers
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| Area | Triggers |
|---|---|
| Health & Risk | Health score drops · Product usage declining (needs Mixpanel or the Usage API) · Any signal raised · Specific signal is open (pick the types) · Market event in the news (needs Market Intelligence on) |
| Renewal | Renewal approaching (days before) · Renewal flagged at-risk |
| Billing | Payment failed (needs Stripe) |
| Customer email received (window in minutes, optional subject keyword) | |
| Reporting | QBR due (days since last QBR) |
| Onboarding | New customer (created in the last 14 days, still onboarding) · Onboarding stalled |
| Relationship Risk | Engagement lost · Champion gone quiet |
| Growth | Seat utilisation scan |
Onboarding stalled, Champion gone quiet and Seat utilisation scan are agent-led: they hand every active account to their paired agent (Onboarding Stage Tracker, Champion Loss Detector, Expansion Opportunity Finder), which finds the real cases. Without that agent in the workflow they match everything and do nothing — the canvas names the agent you need.
Workflows for specific accounts
Under the trigger, Which accounts is Every matching account by default. Choose Only specific accounts (Account is / is one of) and search for the accounts — one workflow just for Northwind Systems, say, or a handful of key customers (up to 200). The trigger and branch conditions still apply; this only narrows which accounts the workflow looks at. Generating from a description works too: "for Northwind Systems" or "only for account Acme" picks those accounts, and the canvas asks which one you mean when a name matches several.
The Workflows list shows "Northwind Systems only" or "3 accounts", and the account's Overview lists Workflows for this account. A scoped account that is later marked Lost is skipped (with a warning on the workflow), and a deleted one simply no longer matches.
Note
The old "Market intelligence scan" name is marked unavailable on the canvas; it now runs as Market event in the news. New customer uses the account's creation date, because the HubSpot sync doesn't store a closed-won date.
The workflow canvas
A strip across the top shows the four stages in the order they really run, each with a count and a warning if it's empty in a way that breaks things:
Scheduled workflows
Choose On a schedule as the trigger to run a workflow for every active account (or just the accounts it's limited to) at a set time, rather than when something happens.