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Choose Workflow Actions

Decide what Brixi actually does once a workflow fires — message the customer, create a task, assign an owner, update a field, or place an AI voice call. Pick actions that take repetitive work off your team while keeping owners accountable for the real customer decisions.

Entry pointAutomation → Workflows

Action Categories​

CategoryActions
CommunicationSend email, send WhatsApp, send SMS, send push/in-app notification, send microsite.
SchedulingCreate task, complete task, schedule meeting, update property visit.
Contact and ownershipAssign owner, unassign owner, add tag, remove tag, distribute lead, add note.
Data updatesCreate object, update object, update contact, update deal.
Branching and rulesIf/else, switch, AI decision, split test, random distribution, delay, wait until.
AIVoice Agent call, LLM node, microsite-related actions.

Communication Actions​

Use communication actions when Brixi should send a message automatically.

Before publishing, confirm:

  1. The sender is connected and verified.
  2. The recipient field exists.
  3. The template is approved if the channel requires approval.
  4. Variables such as contact name, project, owner, or meeting time have fallback values.
  5. The message is appropriate for the trigger.

Example: Send a WhatsApp template after a new enquiry, then create a call task for the owner. Don't rely on the message alone to qualify the lead.

Scheduling Actions​

Scheduling actions keep sales users accountable.

Use them for:

  • First call tasks after new lead assignment.
  • Follow-up tasks after missed calls.
  • Meeting reminders.
  • Site visit confirmation tasks.
  • Manager review tasks for high-value deals.

Example: When a deal moves to negotiation, create a follow-up task due tomorrow for the deal owner and notify the manager if it is not completed.

Ownership and Distribution Actions​

Ownership actions decide who works the lead.

Use:

  • Assign Owner when a specific user should own the record.
  • Distribute Lead when Brixi should choose from eligible users or groups.
  • Unassign Owner only when your process needs a record to return to a pool.

Lead distribution works best when source filters, business hours, eligible owners, and claim windows are planned before automation goes live.

Data Update Actions​

Use update actions to keep CRM data consistent. Examples:

  • Add a tag when a customer replies to a campaign.
  • Update contact stage after a booked meeting.
  • Update deal stage after a completed site visit.
  • Add a note when automation sends a microsite.

Avoid updating critical fields silently unless the sales team understands the rule.

AI Actions​

AI actions can help qualify, route, or call leads, but they should be used with clear guardrails.

Examples:

  • Voice Agent call after a new enquiry.
  • AI decision branch based on lead context.
  • LLM node to classify or summarize a message.
  • Send microsite based on project interest.

Review AI outcomes in reports and contact activity before expanding usage.

Practical Example: High-Budget Lead​

  1. Trigger: Contact created.
  2. Condition: Budget is above the manager-defined threshold.
  3. Action: Assign owner from senior sales group.
  4. Action: Create call task due immediately.
  5. Action: Send internal notification to sales manager.
  6. Action: Add tag "High Budget".
  7. Wait: 1 hour.
  8. Condition: No call completed.
  9. Action: Escalate with in-app notification.

Common Issues​

IssueWhat to check
Action is unavailableThe enrolled object or workflow context may not support that action.
Message action cannot saveRequired sender, template, recipient, or variable is missing.
Owner-dependent action failsThe contact or deal may not have an owner yet.
Task is created for the wrong personCheck whether the action uses record owner, specific user, group, or previous assignment result.
Update action changes too many recordsTighten trigger and conditions.

Most action problems on this page are setup, not bugs. If a message action won't save or a sender, template, or voice agent isn't available to pick, ask your admin — connected senders, template approvals, and published agents are all managed at the workspace level.

Contact Brixi support if an action is fully configured — verified sender, approved template, valid recipient — and runs still show it failing or skipped. Include the workflow name, the failing action, and a sample record from enrollment history.

NeedArticle
Decide when actions runTriggers, conditions, and waits
Route owners automaticallyLead distribution and assignment
Review action outcomesAutomation reports and analytics
Was this article helpful?If something is unclear or out of date, email support@brixi.ai with the article title — or see Getting Help for what to check first.