Summary / When to Use This
Workflows are OnRamp’s next-generation automation engine. They replace manual, processes with dynamic logic that creates projects, assigns owners, and maps data automatically. With Workflows, you can trigger project creation directly from integrated systems (like Salesforce or HubSpot), set rules for who owns what, and ensure every new project launches with consistent configuration and accurate data.
Use Workflows anytime you want to save time, eliminate human error, or standardize how projects are created and managed across your organization.
What Are Workflows?
A Workflow is an automated sequence of actions that runs to create a project when specific conditions are met.
Each Workflow includes:
A Trigger — defines when the automation starts (for example, when a CRM record reaches a specific stage or a field value changes)
A set of Actions — what OnRamp should do next, such as:
Create a project based on a specific playbook
Assign internal and customer users
Map data from an external system into OnRamp fields
By combining triggers and actions, Workflows let you fully automate onboarding and implementation processes without relying on manual intervention.
Before You Begin
You’ll need:
Creator or Admin permissions in OnRamp
A connected CRM or integration (for example, Salesforce or HubSpot)
A Playbook configured as the blueprint for your new projects
Confirmed data field mappings between your external system and OnRamp
How to Configure a Workflow
1. Open the Workflows Page
From the left-hand navigation bar, select Workflows.
You’ll see tabs for My Workflows, Shared with Me, and Organization Workflows.
2. Create or Edit a Workflow
Click + Workflow or open an existing one.
Give it a clear name such as CRM → Project Automation.
3. Add a Trigger
In the Workflow editor:
Select your integration (for example, Salesforce or HubSpot)
Choose the object type (for example, Opportunity, Deal, or Work Order)
Define conditions that should start the automation, such as:
Product Type = ImplementationStage = Closed WonContract Signed = True
💡 Tip: When testing, you can temporarily use a condition like Notes contains "TEST Workflow" to safely confirm everything works before going live.
4. Add Actions
Next, define what happens when your trigger fires:
Create Project → Choose the playbook to use as a template
Assign Project Owner → Set a default internal user or team queue
Assign Customer → Add customer contacts to customer-facing tasks (with the option to disable portal invitations if needed)
Map Fields → Carry over values like Opportunity Name, Account, and Start Date from your CRM
5. Publish and Activate
When your configuration looks correct:
Click Publish to create a live version
Toggle the Workflow On to start automating new record activity
Example: Automating Project Creation from a CRM
Here’s how teams typically use Workflows to replace manual project setup:
A record in your CRM meets certain criteria—such as an implementation-ready deal.
OnRamp automatically creates a new project using the designated playbook.
The project’s name, owner, customer, and key data fields are pre-filled based on your mappings.
Customer-facing tasks are assigned automatically with or withoutimmediately sending email invitations (if configured).
The previous manual lane process can be safely archived once the Workflow is fully tested.
Monitoring and Troubleshooting
Track Workflow Runs:
Go to the Runs tab inside your Workflow to view recent executions. Each run shows every step completed and links back to the originating CRM record.Troubleshooting Tips:
If a record doesn’t trigger, double-check that all condition values match exactly (capitalization and date formats matter).
Workflows only trigger on new or updated records—existing ones must be re-saved to qualify.
If testing, temporarily simplify your conditions (for example, by matching a keyword in a notes field).
Field Formatting:
Make sure date and text fields are consistently formatted across systems to avoid validation errors.Reactivating Older Versions:
You can duplicate or republish a previous draft version if you need to roll back recent changes.
Tips & Best Practices
Archive or disable older Lanes once Workflows are active to prevent duplicate project creation.
Clearly label test versions (for example,
[TEST] CRM Project Workflow) before publishing.Monitor your first few runs closely to confirm all fields and assignments map correctly.
If new records aren’t appearing in Workflow runs, contact OnRamp Support with the Workflow name and source record ID.