Building & Editing Workflows with Aero

Last updated: October 2, 2026

Workflows watch your CRM (HubSpot or Salesforce) and create an onboarding project when a record matches. Setting one up by hand means picking the trigger object, writing conditions, adding branches, and filling in every project card.

Aero can do that setup for you. Describe the workflow in plain language and Aero drafts it in the workflow builder. Nothing goes live until you approve it.

This article covers how to start a workflow with Aero, what Aero can build and change, how publishing works, and what you still set up yourself.

Before You Start

  • Aero's workflow builder must be turned on for your organization. If you ask Aero to build a workflow and it replies that workflow editing is not enabled, an administrator can ask OnRamp to turn it on.

  • You need permission to edit workflows. Aero works as you, so it can only do what your role allows.

  • Your CRM must be connected. Aero reads your CRM's objects and fields to write the trigger and conditions.

Two Ways to Start

From the Create a new Workflow dialog

  1. Go to Workflows and click Workflow.

  2. Choose Describe It. (Choose Start Blank to build the workflow yourself in the builder instead.)

  3. Under What should this workflow do?, describe the workflow. For example: "When a HubSpot deal closes, create a project from the Enterprise playbook and assign the deal owner."

  4. Click Create with Aero. The Aero panel opens with your description as the first message, and Aero names the workflow and drafts it.

From the Aero chat

Click Ask Aero and describe the workflow you want, or the change you want to make to an existing one. If you have a workflow open, Aero assumes "this workflow" means that one.

What Aero Can Build and Change

Aero works on a workflow's draft. A draft never runs, so you can iterate freely. Aero can set:

  • The trigger — the CRM object (for example, a HubSpot deal or a Salesforce opportunity) and the field conditions that start a run.

  • Branches — each branch's conditions, and whether it creates a project from a playbook or stops the run. A run takes the first branch that matches, so Aero puts narrower branches ahead of broader ones. The default branch is always last and catches every record no other branch matched.

  • "Match: All" or "Match: Any" on a branch — ask for either/or ("deals in Closed Won or Contract Signed") and Aero sets the branch to match any of its conditions. Either/or logic on the trigger requires your organization's AND/OR condition logic; without it, Aero tells you it can't make that change.

  • Project settings for each branch — the project name, account, owner and dates. Aero can take the account and owner from the trigger record (for example, a Salesforce account lookup, a HubSpot deal's Primary company, or the deal owner) or use a fixed account and person you name. If your CRM connection can't read them from the record, use a fixed account and owner.

  • Conditional modules — if your organization uses Add Modules Conditionally, Aero can add library modules to a branch's projects when conditions on the trigger record hold, and place each one first, last, or after a specific playbook module.

  • Approval mode — create projects automatically, or wait for someone to approve each run.

To change a live workflow, ask Aero for the change. It starts a new draft from the live version, edits it, and leaves the live version running until you publish. Aero can also start a draft from an earlier version if you want to roll back.

After each change, Aero summarizes what the draft now does, lists anything still missing, and links to the draft so you can open it in the builder. Everything Aero writes appears in the builder, where you can review or edit it by hand.

Publishing, Pausing and Resuming

Aero publishes, pauses or resumes a workflow only when you ask, and only after you approve a card in the chat:

  • Publish — the card names the workflow and the version, and says what will happen once it's live. Click Publish to go live, or Not yet to leave everything unchanged.

  • Pause — matching records stop creating projects until the workflow is resumed. Click Pause or Keep it running.

  • Resume — matching records start creating projects again. Click Resume or Keep it paused.

Aero won't publish a draft that isn't ready. If the draft has no trigger, a branch has no playbook, or a project is missing its account or owner, Aero lists what's missing and doesn't show the card.

If You're Editing in the Builder at the Same Time

Aero never overwrites your work. If you have unsaved changes to the same draft open in the builder, Aero asks you to save or discard them first. If someone saves the draft while Aero is working, Aero re-reads it and applies its change on top of the latest version.

A Few Things to Set Manually

Some settings still live in the workflow builder. After Aero drafts your workflow, open it and add:

  • A branch's team, data fields, merge fields, automations and portal

  • The people for the roles a conditionally added module brings, and its e-sign signers

  • Related-record conditions (for example, conditions on a deal's line items)

Archiving, copying and sharing a workflow are done from the workflow's page. To understand why a run failed, see Troubleshooting Workflow Project Automation Errors.

Best Practice: Describe the Record, Then the Project

You'll get the best first draft when your description covers:

  • Which records start the workflow — the CRM object and the conditions (stage, amount, type)

  • Which playbook each kind of record should get

  • Where the account and owner come from — a field on the record, or a fixed account and person

For example: "Create a workflow for HubSpot deals that reach Closed Won. Deals over 50,000 get the Enterprise playbook; everything else gets the Standard playbook. Use the deal's Primary company as the account and the deal owner as the project owner."

Then review the draft, ask Aero for refinements, and test it with Testing a Workflow with Debug Mode before you publish.