Perfex Flow Studio — Visual Workflow Automation, Approvals & Run History for Perfex CRM

Visual workflow automation inside Perfex CRM. Start workflows when leads, customers, contacts, tasks, projects, tickets, invoices, estimates, proposals, contracts, payments, expenses or credit notes are created, changed or deleted, when a field moves from one value to another, or a set number of days before a due date — then send e-mails, update fields, assign in turn, create tasks, tickets and leads, wait, branch, ask managers to approve and call other systems through a guarded web request. Test on real records, publish immutable versions and see every execution step by step, with analytics, templates and least-privilege access.

Your CRM routine. Running by itself.

Every team has a list of “when this happens, do that”: welcome the new lead, remind the customer about the invoice, alert the support lead, check with a manager before a big discount goes out. Perfex Flow Studio turns that list into visual workflows that run inside Perfex CRM — on time, in order, and with a record of every step.

Triggers on every Perfex record

• 14 record types: leads, customers, contacts, tasks, projects, tickets, invoices, estimates, proposals, contracts, payments, expenses, credit notes and subscriptions.
• Created, updated, status changed, field changed from / to, deleted — plus the moments that matter: lead converted or lost, task completed, ticket reply, invoice sent or paid, estimate and proposal accepted or declined, contract signed.
• Date triggers: invoice due in 3 days, overdue for 7 days, contract ending in 30 days, task due, project deadline, lead not contacted — once per record, in your time zone.
• Start by hand, on a schedule, or on events from our other modules.

Actions your team repeats every day

• Send an e-mail with a Perfex e-mail template or your own text, with fields of the record.
• Update a field, change the status, assign to one person or in turn, add a note or tags.
• Create a task related to the record and assigned with Perfex's notification, or a ticket, lead or reminder; notify staff with a bell that opens the record.
• If / else with 18 operators, wait, set a value — and an error branch on every action that can fail.

Approvals with a record

An approval step asks one or several colleagues — all must approve or any one may — with a deadline, a reminder, optional independence from the workflow owner, delegation and reassignment. The workflow continues on approved, rejected or expired; reviewers see only the fields the request names.

A builder you can read

• Palette, drag-to-connect, frames, minimap, Arrange, undo and redo, keyboard shortcuts; a field picker instead of codes.
• Test on a real record without sending or changing anything; Check before publishing.
• Immutable published versions with notes, comparison and restore; export and import with people matched by e-mail.

Every execution, step by step

The executions list and page show each step with its time, input and result. Retry, cancel or run again. Analytics show executions per day, success rate, failures by cause, time to finish and how long reviewers take. An audit trail records every change.

Call other systems safely

The web request step sends the event or your own body over HTTPS with a bearer token or header key and an HMAC signature. Private, loopback and cloud metadata addresses are refused, DNS is pinned, redirects are not followed, answers are capped, secrets are sealed — and an error branch can alert someone when the other side fails.

Starts with 20 templates

Lead follow-up and round robin, overdue invoice reminder, payment thank-you, urgent ticket escalation, project kickoff, discount approval, customer onboarding, contract renewal and more — each becomes a draft you adjust and test.

Plugs into our other modules

• Perfex Inbox All-in-One: start on conversations and missed SLA targets; send, assign, label and note in a step.
• Perfex AI Staff: an Ask AI step that sorts, summarises or drafts — it never sends anything itself.
• Perfex Brain Pro: six workflow widgets. Perfex Sentinel: workflow changes in the audit log.
• Perfex Client Hub, Deliverables and Document Studio: start on uploads, feedback, approvals and published templates.

Built to be trusted

• Administrators build and publish; staff see all, their own records' executions, or only their approvals.
• Versions verified with a checksum before every step; an effect is never repeated blindly after a crash.
• A broken workflow pauses itself and tells its owner; the others keep running. Hourly limits stop loops.
• Data retention for executions and the audit trail; deleting a lead, customer or contact clears its copies.
• CSRF-protected writes and permission checks on every request; no Perfex core file changed.

What is included

The installable module ZIP, offline HTML documentation, changelog and third-party license notices (Lucide icons under the ISC License with Feather-derived icons under the MIT License; Plus Jakarta Sans under the SIL Open Font License). Perfex CRM itself, hosting, e-mail delivery and AI-provider subscriptions are not included.

Product overview · Documentation