> For the complete documentation index, see [llms.txt](https://docs.spara.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.spara.com/agents/workflows/configuring.md). # Configuring Workflows Every [Workflows](/agents/workflows.md) is built in the **Workflow editor**, a canvas where you define a **Trigger** (which leads enter the workflow) and a sequence of **Steps** (what happens to them once they do). This page covers the editor, its settings, and how a published workflow runs. ## Triggers Every workflow starts with a **Trigger**, the criteria that defines which leads enter the workflow. Triggers can include multiple condition groups combined with AND/OR logic, giving you precise control over which leads are enrolled. Any field in Spara's [Data Model](/platform/data-model.md) is available as trigger criteria, including fields captured by your agents, synced from your CRM, or tracked from website activity.

Trigger criteria with multiple conditions combined using AND logic.

{% hint style="info" %} A workflow continues to operate on a lead even if that lead no longer matches the trigger criteria after entering. Triggers only control entry. {% endhint %} {% hint style="info" %} Spara evaluates leads who have been active within the **past 2 years** for new-lead workflows. A lead active in the last year but not the last month will still be eligible to enter. {% endhint %} ### Phone call event triggers In addition to field-based criteria, workflows can trigger on phone call events. Use the **On navigator call ended** event to fire a workflow after a web-based (Navigator) voice call ends — for example, to send a follow-up email or enroll the lead in a next-step sequence. This is separate from the SIP-based incoming and outgoing call triggers used with standard phone numbers. ## Adding steps After the trigger, add [Workflow Steps](/agents/workflows/steps.md) to the canvas. Each step executes in sequence: when one finishes, the next begins. Use **Wait** and **Time of Day** steps to control timing, and **Condition** steps to branch the logic. See [Workflow Steps](/agents/workflows/steps.md) for the full list of step types and how each is configured. {% hint style="warning" %} If a step cannot execute (e.g., a **Call Phone** step for a lead with no phone number), the workflow skips it and continues to the next step. {% endhint %} ## Workflow settings Workflow settings control when a lead should automatically exit a workflow based on engagement. These are configurable per workflow: * **End on email reply**: Lead exits when they reply to an email from a Send Email step * **End on text reply**: Lead exits when they respond to a text from a Send Text step * **End on call answer**: Lead exits when they pick up a call from a Call Phone step All three are enabled by default. Disable them if you want leads to continue through the workflow even after engaging. ## Testing and publishing Save the workflow as a draft to test it before going live. When you open the **Test** panel from the editor, Spara automatically generates a test lead pre-filled with values that satisfy your trigger criteria and any condition branches on the happy path, so you can start a test immediately without filling in fields manually. You can adjust individual field values before running the test. When you're ready, **Publish** to start enrolling leads. {% hint style="info" %} For a step-by-step walkthrough of building a workflow, see the [Building Your First Workflow](/guides/platform-guides/building-your-first-workflow.md) guide. {% endhint %} ## How a published workflow runs **A lead only enters a workflow once.** Updating trigger criteria does not cause leads who already entered to re-enter. **Unpublishing pauses execution.** Leads already in the workflow will not continue until you republish. Republishing resumes from where each lead left off; it does not restart the workflow. **Misconfigured steps don't stop the whole workflow.** If a published step becomes misconfigured (e.g., a disconnected Twilio account), leads that reach that step are paused there. Other steps continue to execute normally. Fix the configuration and paused leads will resume. **Engagement-based exits.** When workflow settings are enabled, leads automatically exit the workflow when they reply to an email, respond to a text, or answer a call from a workflow step. ## FAQ ### Can a lead be in multiple workflows at the same time? Yes. A lead can be enrolled in multiple workflows simultaneously. Each workflow operates independently. ### What happens if I change a workflow that already has leads in it? Unpublished changes do not affect leads currently in the workflow. When you publish, new leads will follow the updated workflow. Leads already in progress continue from their current step. ### Can workflows send messages to the assigned sales rep? Yes. The **Send Email** and **Notify** steps can target the lead's assigned sales rep. Use **Send Email** to CC or send directly to the rep, and **Notify** to alert them via Slack or Teams. --- # Agent Instructions This documentation is published with GitBook. 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