Create Multiple Projects from a Single Workflow Run

Last updated: May 13, 2026

Some deals don't translate cleanly into a single onboarding project. A multi-location franchise, a multi-entity acquisition, or a parent company with several legal subsidiaries — these are all situations where one closed deal in your CRM really represents multiple distinct onboarding workstreams. Multi-Project Create lets a single workflow run spin up as many projects as needed in one shot, so you don't have to manually duplicate work for every entity.

You can either let the count come from a number field on your CRM record (so each deal creates the exact number of projects it needs), or set a fixed number that's the same every time the workflow runs.

When to Use Multi-Project Create

This feature is built for any onboarding scenario where one CRM trigger should spawn more than one project. A few common patterns:

  • Multi-entity customers — A parent company with multiple legal entities (e.g., separate FEINs, EINs, or tax IDs) where each entity needs its own onboarding track.

  • Multi-location rollouts — A franchise, retail chain, or multi-site customer where each location runs through the same onboarding playbook independently.

  • Multi-brand or multi-business-unit deals — One contract that activates onboarding for several brands or divisions under the same parent.

  • Bundled product onboarding — A deal that includes multiple products or modules, each with its own onboarding workflow.

If you've ever closed a deal and then manually triggered the same workflow several times to spin up the right number of projects, this feature is for you.

How It Works

Multi-Project Create lives inside the Create Project step of any workflow. When enabled, the workflow generates the configured number of projects in a single run — each one with the same playbook, owner, account, naming pattern, users, data fields, and merge field values you've set up in the rest of the workflow.

There are two ways to define how many projects get created:

  • From trigger field — Pull the number directly from a numeric field on the CRM record that triggered the workflow. The number can vary from deal to deal — perfect for cases like "Number of Locations" or "Entity Count" where the answer lives in your CRM.

  • Fixed number — Always create the same number of projects every time the workflow fires, regardless of any data on the trigger record. Useful when the count is predictable and tied to your business model rather than the deal.

If the trigger field value is 0 or null, OnRamp will create a single project as a fallback — so an unmapped or empty field won't cause your workflow to fail or skip the project entirely.

How to Configure Multi-Project Create

Multi-Project Create is configured per workflow version, so you'll always be working in a draft when you make changes.

1. Open a Workflow Draft

  1. Navigate to Workflows in the left-hand navigation.

  2. Select the workflow you want to update — or create a new one.

  3. Open an existing Draft, or click into the latest published version and create a new draft from it.

2. Open the Create Project Card

In the workflow canvas, click the Create Project card. The configuration panel will slide out on the right. If your workflow has multiple branches, remember that this configuration applies only to the branch you're currently editing — different branches can have different multi-project settings.

3. Toggle On Create Multiple Projects

In the right-side panel, find the Create Multiple Projects toggle and switch it to On. The configuration options for the two modes will appear below the toggle.

4. Choose Your Mode

Option A — From trigger field

Select the From trigger field tab. A dropdown labeled Select numeric field from trigger object will appear, listing every numeric field available on the object that triggers this workflow (for example, fields on a Salesforce Opportunity or HubSpot Deal).

  • Use the search box to quickly find the field you want — e.g., deal.Amount, deal.Number_of_Locations, or any custom number field on your trigger object.

  • Only numeric fields are eligible. If the field you expect isn't appearing, double-check that it's defined as a number in your CRM and that your integration has access to it.

When the workflow runs, OnRamp will read the value from this field on the triggering record and create that many projects.

Option B — Fixed number

Select the Fixed number tab. Enter the number of projects you want this workflow to create every time it runs in the Number of projects field.

This is the right choice when the count is the same regardless of the deal — for example, if every new customer always needs three projects (one per product line) created upfront.

5. Save and Publish

When you're done configuring, click Save, then Publish the workflow version to make your changes live. Until you publish, your draft sits alongside the currently active version without affecting any live workflow runs.

What Happens When the Workflow Runs

When a multi-project workflow fires, every project created in that run shares the same configuration:

  • Same playbook — All projects start from the playbook (and any conditional modules) defined in the workflow.

  • Same account — Each project is associated with the account that the workflow resolves from the triggering record.

  • Same project owner and users — Internal users, customer users, and role assignments configured in the workflow apply to every project in the batch.

  • Same data fields and merge field values — Any fields populated from the triggering record carry over identically into each project.

Each project is still a fully independent OnRamp project after creation — they're just generated from the same template in a single batch. From that point forward, you can edit them, reassign them, or progress them independently like any other project.

Heads up: Because every project in the batch starts with the same configuration, your project naming convention should include something that distinguishes them after the fact — see the tips below.

Tips & Best Practices

  • Test with approval mode first. Before flipping a multi-project workflow to Create automatically, set it to Wait for approval so you can review the run history and confirm the right number of projects are being generated with the right configuration. Once you trust it, switch to automatic.

  • Plan for unique project names. Since every project in a batch is created with the same configuration, identical project names can make them hard to tell apart in your project list. Build a unique element into your naming convention — for example, append the account name plus a sequence number or a date so each project has a distinct, scannable title in the customer portal.

  • Confirm your CRM field is populated. When using From trigger field, make sure the source field is being filled in by your sales process before the workflow fires. If it's blank or zero, only one project will be created — which is a safe fallback, but probably not what you intended.

  • Use different settings per branch. If your workflow uses branching logic to handle different deal types, you can configure Multi-Project Create independently in each branch. For example, an enterprise branch might pull the count from a CRM field, while an SMB branch always creates a single project.

  • Review the workflow run history. After a multi-project run, the workflow run history will show the execution and you can navigate to each created project to verify its configuration. This is especially helpful when first rolling out the feature.

Frequently Asked Questions

Will the projects be linked to each other?

All projects created from the same multi-project run are tied to the same account, so you can find them grouped together in your account view. They aren't formally parent-child linked, but their shared account makes them easy to manage as a set.

Can I customize each project differently after they're created?

Yes. Once the projects exist, you can edit them independently — change names, reassign owners, adjust dates, add or remove tasks — just like any other project in OnRamp.

What if the trigger field has a decimal value?

Multi-Project Create expects a whole-number count. If your CRM field could ever hold a decimal, it's safest to use a workflow or formula on the CRM side to round it to a whole number before it reaches OnRamp.

Can I limit the maximum number of projects a single run can create?

There isn't a built-in cap, so the count from your trigger field is what determines how many projects get created. If you want to put guardrails in place, the cleanest approach is to validate the field value in your CRM before the workflow triggers — for example, by gating the workflow trigger condition on a reasonable maximum.

Have a question about Multi-Project Create that isn't covered here? Reach out to your Customer Success Manager or contact us through the chat widget — we'd love to hear how you're using it.