Workflows: How to Effectively Manage Your Processes
Workflow in NetHunt CRM is the engine of your business. When you have a lot of workflows, it’s important to be able to navigate them quickly, monitor limits, and make changes. In this article, we’ll walk you through how to organize your workspace in the Workflow section:
Sorting workflows
This option helps you organize your workflows for quick access. You can sort automations by the following criteria:
Name
Started
Waiting
Updated
Created
Action limit
This is a widget that displays the status of your workflow usage limit.
What it shows: The number of workflow actions used relative to the total limit.
The purpose: To monitor actions usage so that workflows don’t stop due to reaching the limit.
Workflow owner
Filter by the user who created the automation.
How it works: Allows you to filter workflows so that you see only your own ones or those created by a specific colleague.
Purpose: This is useful for teamwork, so you don’t get lost among hundreds of workflows across the entire company.
Filtering workflows
The filter icon next to the search bar lets you include or exclude workflows from the view that are in the following statuses:
All workflows
Active
Finishing
Inactive
Draft
How it works: Allows you to segment the list by specific criteria (for example, by status: Active, Inactive, or Draft).
Purpose: To remove automations that clutter the view and focus only on those that are currently needed.
Search by workflow name
A classic search tool.
How it works: Just start typing the name of the automation (for example, “Automated email campaign”).
Purpose: Instantly navigate to the workflow you need if you know its name.
Per-workflow settings
Tapping the three dots next to the desired automation opens the settings menu:
Rename: Allows you to change the name of the workflow
Activate: Activate the workflow
Copy: Allows you to copy the entire automation
Manage ownership: Allows you to change the workflow owner
Delete: Delete the workflow. You can also restore it from the Trash bin
Workflow settings: Additional settings for the automation.
Workflow interface
Let's explore the possibilities within automation itself. The first thing we see is the workflow status:
Active
Inactive
To start editing your automation, select “Edit workflow.”
You can also hide the sidebar.
Click the three dots to open “Workflow Settings.”
The right-hand sidebar also displays the “Overview” and “History” sections.
“Overview” section: Allows you to view the number of operations that have been started or completed in the workflow. It also shows operations with the statuses “in progress,” “waiting,” and “canceled.”
"History section": Allows you to view all entries that have been completed, canceled, failed, or in progress.
You can also filter all the runs by the following statuses:
Completed
In progress
Waiting
Failed
Canceled
On hold
We have identified five key control elements to help users stay on top of their workflows:
Sorting: A tool for organizing the list to keep current workflows in view.
Action limits: A visual indicator of limits that prevents unexpected interruptions in business logic.
Owner: A filter for sorting workflows by author, which is critical for large teams.
Flexible filtering: The ability to quickly separate drafts from active workflows.
Smart search: Instant access to a specific automation by keyword in the title.
How to manage tags and descriptions in automations
To make working with workflows even more convenient, you have tools for organizing your workflows—tags and automation descriptions. They help you quickly find the processes you need, group them by category, and leave important notes for your team.
Adding tags and descriptions when creating workflows
When creating a new automation, the system will automatically prompt you to fill in additional fields:
Description: Here you can specify what this automation is responsible for, what functions it performs, or how colleagues should manage it.
Tags: These allow you to categorize processes.
Managing tags and descriptions in existing automations
If you want to add details to an existing automation, there are two ways to do so:
Via the three dots in the automation list. Click the three-dot icon to the right of the desired automation and select “Edit Description” or “Manage Tags.”
When editing the workflow itself. Open the automation card—at the top, right below the title, you'll find the tag blocks and a pencil icon for making quick changes.
When you click on the text icon next to an automation's name in the list, a handy pop-up window appears with a full description and a quick-edit button.
Quick search and filtering of automation by tag
When you have a lot of automations, filters can help you find the one you need. You can sort the list in several ways:
Using the tags icon in the top toolbar of the automation list.
By clicking on a specific tag directly in the list next to any automation.
By combining multiple filters. For example, you can select the "Inactive“ status and the ”Webhook" tag to instantly find disabled forms on the site, or filter out processes without tags.
Access rights: Who can manage tags and descriptions?
To keep your CRM system organized, access management for new features has been divided as follows:
For all users with the “Has access to and can manage automations” permission: you can add and edit tags in automations, as well as change their descriptions.
For administrators only (or roles with the “Workspace Management” permission): full control over the global tag list is available.
Preset Settings
Admins can also enable the “Presets Only” toggle. This will prevent regular users from creating their own random tags and require them to select options only from the list created by the admin. This is the perfect way to maintain a consistent standard and order within the team.
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