orca.floEvery workflow step and trigger
Use this page to look up what a trigger or step does. A trigger starts the workflow; steps run one after another. Steps for other tools only appear once that tool is connected on your **Integrations** page.
Updated
Triggers: what starts a workflow
Conversation opened
A new customer writes in, or someone writes again after a quiet period. Tick Handle the first message instead of the AI to let the workflow answer first.
Conversation closed
A teammate or a workflow closed the chat. Good for a feedback question.
Contact tag, field or lifecycle updated
A tag was added or removed, a contact field changed, or the contact moved to another stage.
Appointment updated
An appointment was booked, moved, canceled, attended or missed. You can limit it to bookings made through Calendly, Cal.com, your AI assistant or the panel, and to a service name (for example only “Consultation”).
Order created / Order paid
A new order (payment link, cash on delivery, Shopify or logged by hand), or a paid one. Order paid can have a minimum amount.
Ads
Click-to-WhatsApp / Messenger ad or TikTok ad: the customer came from one of your ads. You can pick specific ads.
Lead temperature changed
Your AI assistant marked the customer hot, warm or cold. By default it starts when a lead turns hot.
Conversation assigned
A chat was given to a teammate or a team (by a person, a workflow or automatic routing). You can pick one teammate or team.
Message sent
A message went to the customer from the AI, a teammate, a follow-up, a broadcast or the API. Messages sent by workflows never start it, so two workflows can’t keep triggering each other.
Inbox shortcut
Your team starts it from a conversation with the Workflows button.
Incoming webhook
Another system sends a request to one of your webhook links (Developers page).
AI action
Your AI assistant runs it when a customer needs it, then uses the result in its reply. Any customer can cause it, so only use it for safe actions. See AI actions.
Started by another workflow
Only runs when a Trigger workflow step starts it.
Messaging steps
Send message
Sends a text. Use variables such as the customer’s first name.
Ask a question
Asks, waits for the reply, checks it (a number, an email, one of your choices…) and saves it. The AI stays quiet while it waits.
Send WhatsApp template
Sends one of your approved WhatsApp templates, so it reaches the customer even after the 24-hour window has closed. Fill each {{1}}, {{2}}… with text or variables. Only for numbers on the official WhatsApp API; on a number linked by QR code the filled-in text is sent as a normal message instead.
Conversation and contact steps
Assign to
Pick a teammate, share chats out in turn, give it to whoever has the fewest open chats, or hand it to a team. Only teammates who are online now skips people who are away (if nobody is online, it assigns as usual). Teammates at their open-chat limit are skipped.
Open, Close, Snooze
Close can save a reason (for example “Sale”). Snooze hides the chat until a time; it comes back earlier if the customer writes.
Add comment
An internal note on the contact. Never sent to the customer.
Notify team
Tells your team, never the customer: a notification on their phone from OrcaFlo plus an email, to the admins, the assigned teammate or a teammate you choose. Use it for “tell me when…”.
Add tag, Remove tag, Update contact field, Update lifecycle
Change the contact. Other workflows can start from these changes.
Logic steps
Branch
Different paths for different customers: tags, fields, answers, the channel they wrote on (WhatsApp, Instagram…) and more. Anyone who matches no branch goes to Else.
Date & time
Inside or outside your opening hours, or your own schedule.
Wait, Jump to, Trigger workflow
Pause, go back to an earlier step (at most 25 times), or start another workflow.
“If they don’t reply within…”
Add a Wait for that long, then a Branch on Customer replied since this workflow started = false, then your message. (Your Follow-ups page already chases quiet leads automatically.)
Integration steps (appear once connected)
Send booking link
Sends your Calendly or Cal.com link, for the event type you choose. When the customer books through it, the booking is matched to them, even if they type a different name or email. Put {{booking_link}} in your message where the link goes. Needs Calendly or Cal.com connected.
Create/update CRM record
Creates or updates the customer in HubSpot, Zoho CRM or Pipedrive (as a contact or person), or Salesforce (as a lead or contact). Tick Also create/update a deal to add a deal or opportunity, with an amount if you like. Needs one of these CRMs connected. The record and deal numbers are saved as variables for later steps.
Add CRM note
Adds a note to the customer in HubSpot, Zoho CRM or Pipedrive, or a completed task in Salesforce. Variables allowed, for example the answers to your questions.
Add Google Sheets row
Adds a row to your connected Google Sheet, with the values you choose.
HTTP request
Calls your own system over https and can save values from its answer.
Tell Meta / TikTok about a lead or sale
Report a conversion (a lead, a booking, a purchase) to Meta or TikTok so your ads learn who to reach.
When a step can’t run
- The workflow follows the step’s Failure path, and Runs shows the reason in plain words (for example “HubSpot is not connected for this business” or “Template name does not exist”).
- If a tool is disconnected later, workflows that use it keep their steps, marked as not connected, and take the failure path until you reconnect it.
- CRM steps wait up to 45 seconds for the CRM. If it is slow, the workflow continues and OrcaFlo keeps retrying in the background.
Not seeing Workflows?
If you don’t see this in your panel yet, email support@orcaflo-panel.com and we’ll switch it on for your business.
Questions
They only appear when that tool is connected. Connect Calendly, Cal.com, HubSpot, Salesforce, Zoho CRM or Pipedrive on the Integrations page, then reopen the workflow.
Templates only exist for numbers on the official WhatsApp API. Numbers linked by scanning a QR code don’t use templates.
Use the Notify team step. It reaches your team on their phones and by email. Send message always goes to the customer.
No. It looks the customer up by phone and email first and updates the existing record when it finds one.
Yes. Use the Appointment updated trigger and set Booked through to calendly (or calcom).