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How to Create and Edit a Workflow (Web)

Create and manage workflows from the Terros web app to define your team's sales process. You must have the workflow manage permission.

Written by Hunter Allred
Updated over a month ago

Create a Workflow

  1. Navigate to Settings > Workflows.

  2. Click "Add Workflow".

  3. Enter a Workflow Name.

  4. Add your pipeline stages in the order of your sales process. The Blank Pin (Prospect) stage is automatically included as the first stage and cannot be removed.

  5. Add any non-pipeline stages for outcomes outside the main flow (e.g., "Do Not Contact," "Not Qualified").

  6. Click "Create".

Default actions are automatically generated for your pipeline stages. You are taken to the workflow editor to further configure stages, actions, and settings.

The Workflow Editor

The workflow editor has three columns: Pipeline Stages, Non-Pipeline Stages, and Actions. Click any item in these columns to open its editor modal. The editor supports undo/redo and saves drafts automatically to your browser so you can pick up where you left off.

The editor modal has four modes you can switch between:

  • Flow — View and configure how stages and actions connect to each other.

  • Details — Edit the name, short code, plural name, description, and color.

  • Advanced — Configure visibility, required fields, restrictions, and plan settings.

  • Report — Set up reporting metrics and statistics tracking.

All changes are held in draft until you click "Save" on the main editor screen.

Manage Pipeline Stages

Add a stage: Click "Add" in the Pipeline Stages column. A new stage is created with a default name and random color. Click it to configure.

Edit a stage: Click any stage to open the editor modal. Configure the name, short code, color, scope, required fields, and auto-trigger settings.

Reorder stages: Click and hold a stage, then drag it to a new position. A visual indicator shows where the stage will land. The Blank Pin stage always remains first and cannot be moved.

Convert a stage: Drag a non-pipeline stage into the pipeline column to convert it to a pipeline stage, or drag a pipeline stage into the non-pipeline column to convert it.

Manage Non-Pipeline Stages

Add a stage: Click "Add" in the Non-Pipeline Stages column. Non-pipeline stages are sorted alphabetically and do not have a defined order.

Edit a stage: Click any stage to configure its name, color, scope, and other properties.

Non-pipeline stages represent outcomes outside your main process — accounts can reach them via actions from any pipeline stage, but they are not part of the linear progression.

Manage Actions

Add an action: Click "Add" in the Actions column. The action editor opens with the following key fields:

  • From Stages — Select which stages this action is available from (required). An action can be available from multiple stages.

  • Target Stage — Optionally select the stage the account moves to when this action is taken. If left blank, the account stays in its current stage.

  • Name — Enter the action name. This auto-fills from the target stage name if one is set.

  • Icon — Choose an emoji, Material icon, or company logo.

Edit an action: Click any action in the Actions column to open the editor modal.

Optional action settings:

  • Schedule Appointment — Automatically open the appointment scheduling flow after the action is taken.

  • Conditions — Require conditions to be met before the action is available (e.g., within a certain distance of the property, a minimum number of previous actions taken, or a time window).

  • Checkpoints — Show a confirmation step to the user before the action completes.

  • Role Restrictions — Limit the action to users with specific roles.

  • Report Metrics — Track count, days since, or time of day for this action in reports.

Archive and Restore Stages or Actions

Stages and actions are archived rather than permanently deleted to preserve historical data.

  1. Click the stage or action to open its editor modal.

  2. Click "Archive" at the bottom of the modal.

  3. If the stage has incoming actions, a confirmation warns that those actions will be disconnected from it.

  4. Click "Save" on the main editor to apply the change.

To restore archived items, click the More Options menu (three dots) at the top of the editor and select "View Archived Items". From there you can view or restore any previously archived stage or action.

Configure Workflow Settings

Click the More Options menu (three dots) and select "Settings" to configure:

Workflow Name — Update the display name.

Entity Type — Choose whether this workflow applies to accounts or users.

Visibility — Control who can see and use the workflow:

  • All Users — Everyone in the company.

  • Users on Team — Only members of selected teams.

  • Users with Role — Only users with selected roles.

Remove Features — Optionally disable specific app features for users on this workflow.

Clone a Workflow

From the Settings > Workflows list, you can clone an existing workflow. This creates a copy with all stages, actions, and configurations duplicated, allowing you to modify the copy without affecting the original.

Delete a Workflow

From the workflow editor, click the More Options menu and select "Delete Workflow". A confirmation dialog appears before the workflow is permanently removed.

Select a Workflow on Mobile

Mobile users work with workflows created on the web. If multiple workflows are available:

  1. From the Canvass map, tap the menu icon in the header.

  2. Tap "Settings" (gear icon).

  3. Use the Current Workflow dropdown to select the active workflow.

The selected workflow determines which stages and actions appear when working with accounts on the Canvass map. This setting only appears when multiple workflows are available to you.

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