The switch at the top right of every card is the only setting workflows have.
Contents
- How it works
- If the switch does not respond
- What turning it off does
- When turning one off makes sense
- When turning one off changes nothing
- What you cannot change
- Next
How it works
- Open Setup ↗ and then Workflows ↗.
- Click the switch on the card.
The change takes effect immediately, there is nothing to save. A workflow that is off is dimmed and stops running from that moment.
Afterwards the footer shows Last changed by {name} on {date} with your name. So others on the team can see who flipped it.
If the switch does not respond
- It cannot be clicked. Then the permission is missing. The area is reserved for the Admin role.
- You see Not allowed. The same thing, noticed after the fact. The switch springs back.
- You see Could not save. A hiccup. The switch springs back; try again.
What turning it off does
A workflow that is off no longer reacts to new replies. What it did in the past stays: stages set, fields filled, emails sent. Turning it off undoes nothing.
The History is preserved as well and can still be expanded.
When turning one off makes sense
Positive reply: enrichment + notification is the candidate when your credit balance is running low. Every positive reply triggers a search for contact details here. Turn it off and the notifications stop as well - both hang on the same card.
Negative reply: mark as lost is the candidate when your team wants to judge rejections itself. Switched off, negatively answered leads stay on their stage and nobody is notified.
Positive reply: stage change is worth leaving on. It is the reason a positively replying contact shows up in your work list the same day. Without it the lead stays cold and sits there without a date.
When turning one off changes nothing
If notifications go to the wrong person, the workflow is not the cause. The recipient is always the person the lead is assigned to, or the account owner as a fallback. Change the assignment on the lead, not the workflow.
What you cannot change
Conditions, actions, order and notification texts are fixed. There is no edit button and no way to create your own workflow. If you need a different rule, that is a request to support: Getting help and support.