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Templates help you create a workflow faster by starting with a prebuilt trigger and action structure.

Use templates as a draft. They provide structure, but they still need your workspace's users, fields, statuses, connected apps, and customer-facing copy.

Open Templates

Open Workflows.
Create or edit a workflow.
Open the template picker.
Choose a template category.
Select the template.

After applying a template, review every trigger, action, condition, and field before publishing.

Pick the template that matches the trigger and outcome, not just the module name. For example, a form follow-up template is different from a form-to-ticket template because the owner, customer message, and next action are different.

If the template creates customer-facing messages, review the copy before testing so internal placeholder wording does not reach a customer.

Review A Template

Check:

Trigger event and module.
Required fields in every action.
Conditions and branch logic.
Delay timing and timezone assumptions.
Assigned users, teams, statuses, and priorities.
Email, notification, or customer-facing message copy.
Integration actions that require a connected app.

When To Use A Template

Use templates for common patterns such as form follow-up, task creation, notifications, or finance reminders. Avoid publishing a template unchanged if it references fields, users, or records that do not match your workspace.

Templates are strongest when the workflow pattern is common but the exact workspace details are local. They are weakest when your process has unusual approval rules, complex branching, or sensitive customer-facing actions.

Customize Safely

Apply the template in draft, remove actions that do not fit your process, and rename steps so run history is easy to read. Then simulate or test with one record before publishing.

If a template does not fit after a few edits, build the workflow manually. A short workflow that matches the team process is better than a complex template that nobody trusts.

Test Template Runs

Use one record that should match the trigger and one record that should not. The matching record should run the workflow once. The non-matching record should not run it at all.

Review the run detail after testing. Confirm each action used the expected data, created the right record, sent the right notification, and skipped branches that should not apply.

Template Rollout Checklist

Before publishing a template-based workflow:

replace placeholder users, emails, statuses, and field values
confirm connected apps are installed and authorized
review every message for customer-safe wording
check conditions do not match too many records
test with one record that should match and one record that should not match
confirm failed-run alerts are enabled for the workflow owner

After publishing, review the first few runs before relying on the workflow for high-volume work.

Maintain Template-Based Workflows

Revisit template-based workflows when fields, statuses, users, integrations, email templates, or team process changes. Templates are only a starting point; the live workflow still needs ownership.

Assign A Workflow Owner

Every published workflow created from a template should have an owner. The owner reviews first runs, investigates failures, updates field mappings after process changes, and decides when the workflow should be paused. Without ownership, template-based workflows can keep creating tasks, tickets, emails, or updates after the original setup assumptions are no longer true.

For customer-facing templates, the owner should review the first real customer run before the workflow handles higher volume.

Start From A Template