Automations

An automation is a small flow you build on a canvas. It starts with one trigger (something that happens in Warmbly, like a reply coming in or a meeting being booked) and runs one or more action steps in response (post to Slack, push to your CRM, tag a contact, and more). Between the trigger and the actions you can add IF conditions to branch the flow, so different events take different paths.

You build this visually. There is no code to write, though an optional advanced mode lets you write a free-form condition when you need one.

Where to find it

Open the Automations tab. Each automation has a name, an on/off toggle, and a canvas. Toggle an automation to Active to let it run, or leave it Off while you build. An automation that is Off never fires, even from a campaign step.

The visual builder

The canvas works like the campaign sequence editor:

• The Trigger node sits at the top. You can't delete it.
• Drag from a node's dot to draw a connection to another node.
• Drag from a dot onto empty canvas to drop a new action already connected to that node.
• Click any node to open its editor panel on the right.
• Click a connection line, then press Delete or Backspace, to remove it.
• Use Add action and Add condition (top-left) to place new nodes, and Tidy up to auto-arrange the layout.

Where you drag the cards sticks. The arrangement saves on its own, so a flow opens exactly how you left it, and moving a card is not a change you have to save. The builder is also a shared canvas: when a teammate is in the same flow you see their cursor, watch cards move as they drag them, and see the cards they have selected outlined in their color. Press / to chat from your cursor. See Collaboration.

Triggers

A trigger is the event that starts the flow. Pick one in the trigger node's editor. The available triggers are:

The Campaign action trigger is special: it never fires by itself. It only runs when a campaign sequence reaches a "Run automation" step, which lets you trigger an automation as part of a campaign flow. (A campaign-launched run still evaluates your conditions, and an automation that is Off is a no-op.)

Inbound webhook trigger

The Inbound webhook trigger lets anything outside Warmbly start a flow. Pick it on the trigger node and save: the editor then shows a unique URL for this automation. Any system that can send an HTTP request (a form tool, your backend, a no-code platform) POSTs JSON to that URL and the flow runs.

• The JSON body becomes the event payload, so reference its keys directly in actions and conditions with {{.field}} (a body of {"email":"[email protected]","plan":"pro"} gives you {{.email}} and {{.plan}}). A body that is not a JSON object is exposed verbatim as {{.body}}.
• The URL itself is the credential: it carries a high-entropy token, so treat it like a secret and rotate it (by switching the trigger away and back) if it leaks. Send it over HTTPS.
• The request returns immediately and the flow runs in the background, so a slow action never blocks the caller. An automation that is Off accepts the request and does nothing.
• Keys beginning with an underscore are stripped from the payload, and the body is capped at 1 MB.

Each trigger carries its own event data (for example, a reply carries the contact email, the reply intent, and a classifier confidence). Those values are what your conditions test and what your action text can insert. See Personalization & expressions for the full list of variables per trigger.

IF conditions (branching)

An IF node splits the flow into a yes path and a no path. Add one with Add condition, then connect:

• the node's right dot to the steps that should run when the condition is true (the "yes" path)
• the node's bottom dot to the steps that should run when the condition is false (the "no" path)

At run time the flow follows only the branch that matches the outcome. A branch you leave unconnected simply ends there.

Building a condition

In the condition editor you pick a field, an operator, and a value. The fields offered depend on the trigger, so they are always meaningful. For a reply, for example, you can branch on Reply intent, Classifier confidence, Contact email, Subject, or whether a contact was matched. Meeting, bounce, complaint, unsubscribe, warmup, and campaign-action triggers each expose their own fields.

Operators depend on the field's type:

Two special conditions are available for any trigger:

• Random split sends a set percentage down the "yes" path (between 1% and 99%). The split is deterministic per event, so the same event always takes the same branch and re-deliveries don't flip it.
• Advanced expression is the escape hatch described next.

Advanced expression mode

When the field/operator picker can't express what you want, choose Advanced expression and write a free-form condition. The "yes" branch is taken when the expression is truthy.

Reference trigger fields with a leading dot, and use the helper functions Warmbly provides:

and (gtf .confidence 0.8) (eq .intent "positive")

This passes only when the classifier confidence is at least 0.8 and the reply intent is positive. You can use comparisons (eq, gt, lt), numeric-coercing comparisons (gtf, ltf, add, sub, mul, div), boolean logic (and, or, not), and text helpers (contains, lower). A broken or empty expression is treated as false, so a malformed condition never silently passes. The expression is validated when you save.

The full language, every variable, and more examples are in Personalization & expressions.

Action steps

An action is what the automation does when the flow reaches it. Each action node has two parts: Run (which integration, or Warmbly's built-in actions) and Action (what to do).

Integration actions

Connect an action to one of your integrations to push data out. Available actions depend on the connected provider:

A Slack action needs a channel (for example #sales). A webhook action needs a URL. Slack, Discord, and webhook actions also accept an optional message template.

Slack and Discord notifications arrive as a branded card in Warmbly's sky-blue accent: a title, your message text when you set one, and contact and subject fields, rather than a plain line. Discord uses a rich embed and Slack a colored attachment.

Native (built-in) actions

These act directly on the event's contact and need no external connection. Pick Warmbly (built-in) under Run:

Move the deal stage acts on the contact's most recent open deal in the chosen pipeline. If they have no open deal there, nothing happens. Unsubscribe the contact only applies when the triggering event carries a campaign, such as a reply, bounce, or unsubscribe. Label the email only works on a Reply received automation: it labels the conversation that reply belongs to (the same labels you set by hand in the unibox), so it needs an inbox thread to act on.

Set variables computes one or more named values from templates and writes them back into the flow, so you can normalize or combine fields once and reuse the result ({{.name}}) in several later steps. Each value is a Go template; it does not run arbitrary code.

Fire event is the inverse of the inbound webhook: instead of an outside system calling you, Warmbly tells your system something happened. Give it an event name and a set of templated key/value fields, and when the step runs Warmbly publishes a CUSTOM_EVENT to the realtime gateway. Your app subscribes with an API key (the REALTIME_SUBSCRIBE permission) over the websocket and receives { name, payload }, so you get events without hosting a public URL or exposing an endpoint. See Realtime events. The same step is available on campaign sequences.

Handling errors (the on-error branch)

Every action node has an on error branch: the red dot on its right edge. Drag from it to the steps that should run when that action fails (a rejected Slack message, a CRM timeout, a webhook that won't connect).

• When the action fails and an on-error branch is connected, the flow follows that branch and the run is not marked failed, the error is handled, like a try/catch. The normal path below the action is skipped.
• When an action has no on-error branch, a failure is recorded in History, the run is marked errored, and the flow still continues down the normal path best-effort, so one failing step never blocks the rest.
• A dry run never fails an action, so Test always shows the normal path, not the on-error branch.

Templating action text

Text fields in an action (a Slack or Discord message, a webhook URL, a deal name, a task title) support variable fields drawn from the trigger. The builder shows clickable chips that insert the available variables for you. Reference each with standard dotted Go-template field access, {{.key}}:

New reply from {{.contact_email}} on {{.campaign_name}}

Tokens are filled in when the automation runs. An unknown token renders empty rather than failing. See Personalization & expressions for the rules and the per-trigger variable list.

Templates

You don't have to build every flow from scratch. Templates give you a ready-made trigger plus a starter set of conditions and actions that you can edit before saving. They're a fast way to set up common patterns, like notifying a channel on a positive reply or creating a deal when a meeting is booked.

Testing and run history

Two tools in the builder header help you confirm a flow behaves the way you expect.

Test (dry run)

Press Test to save the current canvas and then dry-run it against sample event data. A dry run is safe: no messages are sent and no records change. The panel shows the exact path the flow takes (which IF branches it follows) and a preview of what each action would send. If no actions ran, check your conditions, the panel will tell you so.

History

Press History to see recent real runs of this automation. Each run shows whether it succeeded or errored, when it started, and the result of each action step: the error text when a step fails, and a short summary of what the step did when it succeeds (the channel or URL it used, or the variables a Set variables step computed). Run history updates live as the automation fires, so you can watch it work without refreshing.

Related guides