Automating Project Creation with Workflows

Last updated: February 9, 2026

This is the moment where everything you’ve set up starts working for you.

Workflows allow OnRamp to automatically create projects when something meaningful happens in your CRM — like a deal closing or an account becoming implementation-ready.

No manual handoffs.
No “did someone start onboarding?”
Just the right project, created the right way, every time.

What Is a Workflow (in OnRamp Terms)?

A Workflow answers one simple question:

When should OnRamp create a project — and how should it be configured?

It listens for events in your CRM, then tells OnRamp exactly what to do when those conditions are met.

Think of Workflows as the bridge between:

  • Your CRM data

  • Your playbooks

  • Your onboarding execution

Set Up Your Trigger

What it does

The trigger connects your CRM to OnRamp.
When a record meets your defined criteria, the Workflow runs and begins configuring a project.

How to set it up

  1. Select your CRM
    Choose Salesforce or HubSpot.

  2. Pick the triggering object
    Examples:

    • Salesforce Opportunity

    • HubSpot Deal

    • Case or custom object (if applicable)

  3. Define the trigger condition
    Examples:

    • Stage = Closed Won

💡 Tip: Keep trigger conditions narrow to avoid unwanted project creation.

Result

Every time a record meets your condition, it automatically flows through the Workflow — no manual work required.

Configure the Playbook

What it does

The Configure Project from Playbook card tells OnRamp how to proceed when a trigger fires.

Each branch can either:

  • Select a Playbook → continue and create a project

  • Stop → end the Workflow without creating a project

This gives you precise control over when onboarding should begin.

How to set it up

  1. Select a default playbook
    This is the fallback playbook if no other rules apply.

  2. (Optional) Add conditional branches
    Use CRM data to vary behavior based on real-world scenarios.

    Example:

    • If Deal Type = Enterprise → Use Enterprise Implementation playbook

    • If Deal Type = Standard → Use Standard Onboarding playbook

  3. Use “Stop” intentionally
    Any branch — including the default — can be set to Stop.

  4. Review each branch preview
    Make sure the correct playbook (or Stop behavior) appears for each condition.

💡 Tip: The first matching condition always wins. Place your most specific rules first.

Why “Stop” Matters

Using Stop is not a failure — it’s a guardrail.

It helps you:

  • Prevent projects from being created too early

  • Enforce readiness or validation checks

  • Keep your project list clean

  • Avoid unnecessary cleanup later

Sometimes, the correct automation outcome is not creating a project.

Result

Every trigger results in exactly one of two outcomes:

  • A correctly configured project is created

  • The Workflow exits intentionally

No surprises. No noise.

Add Conditional Modules

After playbook selection, you can dynamically add modules to a project based on CRM data.

What it does

Conditional Modules allow you to extend a playbook without duplicating it.

Example:

  • If Opportunity Type = New Business → Add Welcome to OnRamp module

  • Else → Skip it

You can:

  • Add multiple conditions

  • Use multiple rules per condition

  • Add multiple modules per condition

Why This Is Powerful

This lets you support multiple onboarding paths with:

  • One playbook

  • Cleaner logic

  • Easier long-term maintenance

Result

Projects feel tailored — without exploding your playbook library.

Define the Project Name

Clear naming keeps projects organized and searchable.

How to set it up

  • Combine text and merge fields

Example:

{Account Name} | {Playbook Name}

Preview before saving.

Map the Project Account

Link each project to the correct account.

How to set it up

  • Select the account lookup from your triggering record

  • Test and confirm resolution

Assign the Project Owner

Automatically assign responsibility.

Options

  • Dynamic: Pull from a CRM field

  • Fixed: Assign a consistent owner

Result

Every project has a clear owner from day one.

Adjust Project Dates

How it works

  • Defaults come from the playbook

  • Offsets can be applied per Workflow brach

Add Internal Users

Automatically include teammates.

Options

  • Fixed users

  • CRM-based lookups

Result

The right internal team is added automatically.

Add Customer Users

Invite customer contacts automatically.

Options

  • Single lookup field

  • Related records

Result

Customers are added instantly and correctly.

Set Project Value

Optionally include financial context.

How to set it up

  • Map a CRM value field

  • Or use a fixed value

Result

Projects include value data for reporting.

Map Data Fields

Populate playbook data fields automatically.

⚠ Only appears if the playbook includes Data Fields.

Result

Projects launch with context already filled in.

Configure Automations

Run playbook automations automatically.

⚠ Only appears if automations exist on the playbook.

Result

Projects launch with automation already running.

Configure Merge Fields

Personalize project content with CRM data.

⚠ Only appears if merge fields exist.

Result

Projects feel custom-built at scale.

Choose Project Creation Mode

Decide how projects go live.

Options

  • Create Automatically

  • Wait for Approval (recommended while testing)

Result

Projects are created exactly when — and how — you intend.