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By the end you’ll be able to add a block by hand, wire it into the flow, configure it in the inspector, and read what the toolbar, the palette and a disabled block are each telling you.
Where
Outreach→Workflow Builder
Your role needs
Create access to Workflow Builder create-workflows. Admin and Member have it by default.
To create or change
create-workflows to add one, update-workflows to change one, on top of the permission above.
Not listed in the sidebar today; reachable from the surfaces that link to it, and by URL. If you cannot find this in your sidebar, your workspace may have a custom menu configuration. Contact support and we will check it for you.

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Before you begin

  • You need the update-workflows permission to save or activate anything you build here. Without it the canvas, palette and inspector all still work; Save and Activate just stay disabled and say why on hover.
  • This assumes a workflow is already open, new or existing, from .

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Steps

1

Open a workflow and read the toolbar

Opening a workflow, new or existing, drops you onto a full-bleed panel: no breadcrumb, no footer, the canvas fills the space below the header on its own. The toolbar sits across the top. From the left: a back arrow, the workflow’s name (1), and the Saved / Unsaved / Saving… status right next to it (2). On the right: Undo, Redo, a full screen toggle, a validation pill (3) that reads Valid or counts what it found, Save, and Activate / Deactivate (4).
2

Add a block from the palette

The palette on the left lists every block the engine can run, grouped into categories: Triggers, Outreach, AI, Find & Enrich, Logic, Timing, CRM, Integrations, Finish and Utility. Click a category’s header to collapse it out of the way.Type into the search field and it filters every category at once, matching a block’s name or its description. Drag a card onto the canvas, or click it and it drops in the middle of what you’re currently looking at.The palette waits on one thing before it draws anything: which block types the engine can actually run right now. A block still being built never appears here at all, in any category. That’s different from a block that exists but whose integration you haven’t connected, covered in the last step below.
3

Connect it to the flow

Drag from the small circle on the right edge of a block onto another block’s left edge to wire them directly. Drop that same connection on empty canvas instead, and a small menu opens offering the blocks that usually come next after the one you started from, plus a search box for anything else. Whatever you pick gets added and wired in right where you let go.That suggestion list only ever offers a block you could use immediately: nothing still being built, nothing gated on a connection you don’t have, and never another trigger.
4

Configure it in the inspector

Click a block on the canvas and a panel opens on the right, the inspector. It exists only while a block is selected: click the empty canvas and it closes again. Fields are listed under the block’s name and description; some blocks group a few of them under their own labeled section.Take a fresh Send Email block as an example. Its first field is Sender, set to rotate across your email accounts unless you pick one by name, then a Message toggle between AI and Custom template. A new block starts on AI, which shows a Prompt field: what you write there, plus the full lead and company record, is what gets sent. Switch to Custom template and Prompt is replaced by a subject and body you write yourself.A block that writes its message with AI gets a Test generation button directly under its prompt field, which generates a live sample without leaving the canvas. On Send Email it stays disabled until you’ve written a Prompt.The header’s expand icon opens the same fields larger, in a dialog; it’s the same live data either way, so closing it doesn’t discard or apply anything separately. The footer holds Duplicate and Delete. Duplicate is the one that’s sometimes disabled, on a block the graph can only ever hold one of, like Manual / Test.
5

Connect an integration if a block asks for one

Some blocks need an account connected before they can be used at all. The five LinkedIn action blocks (LinkedIn: View Profile, LinkedIn: Connect, LinkedIn: Message, LinkedIn: Engage with post and LinkedIn: Withdraw Invitation) need a LinkedIn account; the LinkedIn Invite Accepted trigger does not. Every WhatsApp, Instagram and MercadoLibre block needs its own connected account, trigger and action alike. Notify on Slack needs a Slack connection, and Send to CRM needs at least one of HubSpot, Salesforce, Odoo, Kommo, HeyReach or a webhook connector.Until that connection exists, the block stays right where it is in its category, so you know it’s there, but dimmed and impossible to drag: a small badge names what it needs, and the tooltip repeats the same thing. On a block that accepts any of several connections, like Send to CRM, the badge names only the first of them. Connect the account it’s asking for and the same card becomes usable the next time the palette loads. LinkedIn, WhatsApp, Instagram and MercadoLibre each have their own setup screen; a CRM or webhook connector lives under .This is a different situation from a block that hasn’t shipped yet: that one is left out of the palette completely instead of shown disabled, because a workflow holding it would be rejected the moment you tried to turn it on.

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What happens next

Everything you just did, adding a block, wiring it up, editing its fields, deleting it, lives only in the browser until you press Save (or / ): the status next to the name flips from Unsaved to Saved, and a brand-new workflow gets its own URL at that moment.
Undo and Redo cover changes to the shape of the graph: adding, moving, connecting, deleting and duplicating blocks. Editing a field in the inspector does not add a step of its own, renaming the workflow is not undoable at all, and the history is capped, so the oldest steps drop off on a long editing session. Leaving with something unsaved raises a warning first, whichever way you try to leave: the back arrow offers Keep editing, Discard changes or Save and leave; closing or reloading the tab raises the browser’s own prompt instead. Saving on its own changes nothing about whether the workflow runs. Validate, test with AI and activate covers turning it on.

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Troubleshooting

A block still being built is left out of the palette entirely, so if you can see the card at all, it’s disabled for a simpler reason: an integration it needs isn’t connected yet. Hover it for exactly what it’s waiting on, connect that account, and it becomes draggable the next time the palette loads.A card that drags but never lands is a different case. Manual / Test is limited to one per workflow, so dropping a second one does nothing at all, with no message.
The button needs a prompt to work from, and the tooltip on it says so. Type something into Prompt and it enables.If there is no Test generation button at all, the block is not in AI mode. Send WhatsApp and Send Instagram DM start on Custom template, and the button only appears once you switch Message to AI.
Three different things grey these out. Save is inert while there is nothing to save, so it comes back the moment you change something. Activate is inert while validation is counting errors, and its tooltip tells you to fix them first; warnings on their own don’t block it. If both stay dead whatever you do, your role doesn’t hold the update-workflows permission; hovering either button says so, and a workspace admin can grant it.

Triggers reference

Every way a lead can enter a workflow, and the fields each trigger takes.

Outreach and AI blocks

The blocks that send something (email, LinkedIn, WhatsApp, Instagram, MercadoLibre), and the AI blocks that decide what to say.

Validate, test with AI and activate

Read the validation panel, preview what the AI would write, and turn the flow on.

Workflow troubleshooting

A block that is missing, a workflow that will not activate, a lead that has not moved: what each one actually means.