Automation and workflows · CRMDAY One
The follow-up happens whether or not someone remembers.
Build workflows on the records your agency already runs on: a policy changes status, a DMI deadline approaches, a lead comes in — and the next step is created, assigned and sent without anyone opening a checklist.
Workflow · running
Grace period recovery
Trigger
Policy status changes
Active → grace period
Condition
If payment is still pending
After 3 days
Action
Create task for the producer
Due in 24 hours
Action
Send WhatsApp to the client
Billing template
Log
Execution recorded
Who, what and when
Illustrative workflow. Available triggers and actions depend on your plan.
Why workflows
Process that survives a busy Tuesday.
Every agency has a process. Most of it lives in someone's head and holds up until the season gets loud. A workflow is that same process, written once and executed every time.
Consistency
The same answer every time
New agents follow the agency's process from day one, without being told twice.
Speed
Nothing waits for a reminder
The task exists the moment the record changes, not when someone reviews a list.
Visibility
You can see it run
Every execution is logged, so you know what fired, for whom and what it did.
Triggers
What starts a workflow.
Workflows listen to the operation itself: records, policies, deadlines and conversations. If it changes in the CRM, it can start a flow.
Records
01Created or updated
A contact, deal, policy or task is created, or a field you care about changes.
Policies
02Status and dates
A policy becomes active, enters grace period, cancels or approaches renewal.
Pending
03DMI and documents
A data matching issue is opened or its deadline gets close.
Pipeline
04Stage movement
A deal moves forward, stalls or is marked as lost with a reason.
Inbound
05New lead or message
A web form, a campaign or a message arriving in the shared inbox.
Schedule
06Date and time
A number of days before renewal, or on a recurring schedule you define.
Actions
What the workflow does for you.
Actions are the work your team would have done by hand: creating, assigning, writing, updating and warning the right person at the right moment.
- 1
Create a task
With owner, due date and the record attached.
- 2
Assign the owner
Route by product line, agency or producer.
- 3
Send a message
WhatsApp, SMS or email from a template.
- 4
Update a field
Status, stage, tags or any field on the record.
- 5
Notify the team
An internal alert for the people who need it.
- 6
Schedule a follow-up
A next step days or weeks ahead.
Available actions and channels depend on your plan and configuration.
Control and safety
Automation you can trust with your book.
An automation that misfires costs more than no automation. Workflows run with conditions, a visible log and protection against the loops that come from one flow triggering another.
- 1Conditions
Only when it applies
Filters by product line, agency, owner or any field before anything runs.
- 2Loops
No workflow chasing itself
Changes made by a workflow are marked as such, so they do not retrigger the flow that made them.
- 3Testing
Try before it is live
Run the flow against a record and read the result before turning it on.
- 4Log
A record of every run
What fired, on which record, which actions ran and what came out.
Playbooks
Four workflows most agencies turn on first.
None of this is exotic. It is the follow-up your team already intends to do, written down once.
- Retention
Grace period recovery
Policy enters grace period, the producer gets a task and the client gets a message before coverage ends.
- Enrollment
DMI deadline
A pending document gets a countdown, an owner and reminders until it is resolved.
- Renewal
Renewal runway
Sixty days out, the household review is scheduled and the outreach is queued.
- Sales
Lead response
A new lead is assigned, acknowledged within minutes and put on a follow-up cadence.
Aria inside the flow
Automation handles the steps. Aria handles the words.
Where a workflow would send a template, Aria can draft with the client's context — the policy, the pending item, the last conversation — and hand the thread to a person the moment it needs one.
Aria · AI with context
- Drafts that already know the client and the policy
- Qualification and triage before a human picks it up
- A clean handover, with the history attached
Connected workflows
Automation is only useful where the work lives.
What is workflow automation in an insurance CRM?
It is a set of rules that watch your records — contacts, deals, policies, documents and conversations — and run the next step automatically when something changes.
The goal is not to remove people from the relationship. It is to remove the part of the day your team spends remembering what should happen next, so they spend it talking to clients instead.
FAQ
Automation and workflows in CRMDAY One.
Do I need a developer to build a workflow?
No. Workflows are built in the interface: choose the trigger, add conditions, pick the actions and turn it on. You can test the flow against a record before it goes live.
What can start a workflow?
Records created or updated, policy status and dates, DMI and document deadlines, pipeline stage changes, new leads and inbound messages, or a schedule you define.
Can a workflow send WhatsApp, SMS or email?
Yes, from templates and with the client's consent and opt-out respected. Channel availability depends on your plan, your country and the provider behind each channel.
What stops two workflows from triggering each other forever?
Changes written by a workflow are marked as coming from automation, so they do not retrigger the flow that made them. Every run is also logged, so a loop would be visible immediately.
Can I see what a workflow actually did?
Yes. The execution log shows what fired, on which record, which actions ran and what the result was, which is also how you debug a flow that is not behaving.
CRMDAY One · free trial
Write the process once. Let it run.
Turn the follow-up your agency already intends to do into workflows that run on their own.
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