Workflows - Quantum Heaps

Understanding Integrations in the Quantum Heaps: Overview:- Workflow is the automation engine behind Quantum Heaps — instead of a rep manually remembering to follow up, assign an owner, or nudge a stalled deal, you build the rule once and let it run on every Contact, Account, or Opportunity that matches. What Workflow Is Used For Use Workflow to:

Automatically update fields, stages, territories, or owners when something happens
Create a new opportunity the moment a contact takes a qualifying action
Enroll contacts into email sequences based on real-time behavior
Add tasks, notes, or approval steps without manual follow-up
Branch execution based on conditions, or fan out into multiple parallel paths

Viewing Your Workflows

The Workflow list view shows every workflow in the workspace — name, created by, created at, last run at, status, and tags. From each row’s actions menu you can edit, view, delete, or duplicate a workflow.

Filter the list by:

Filter	Behavior
Status	Active, Draft, Inactive (multi-select)
Triggers On	Contacts, Accounts, Opportunities (multi-select)
Associated Opportunity	Filters to workflows tied to a specific opportunity
Created By / Updated By	Filter by team member (multi-select)
Created / Updated Date Range	Date picker

A search bar, sorting, and Manage Columns are also available.
Creating a Workflow

Click Create Workflow
Enter a workflow name and set a target object — Contacts, Accounts, or Opportunities
Click Save to open the workflow editor and start building

Once created, use the global status dropdown on the workflow to set it Active, Draft, or Inactive.
Setting Up Your Trigger Every workflow starts with one trigger, scoped to its target object. When multiple events are added to a trigger, they’re joined with OR logic — any one of them fires it. Contact triggers include: Contact Created, Meeting/Call Logged, Added to Sequence, Contact Updated (with field-level before/after conditions), and email events — Sent, Not Delivered, Replied, Opened, Unsubscribed — each optionally scoped to a specific sequence or sender. Account triggers cover the same pattern — Account Created, Meeting/Call Logged, Account Updated, and email events — with email triggers additionally filterable by Contact Role (only fires when the receiving contact holds that role on the account). Opportunity triggers add two unique events: Margin (fires when Gross or Net Margin % crosses a threshold you set) alongside the same Created/Updated/Meeting/Call/email trigger types, also filterable by Contact Role.

Choosing How Records Enter the Workflow

Beyond the trigger event itself, you control who actually gets enrolled:

Trigger Events Based on Filters — apply the same filters used in the Contacts/Accounts/Opportunities list view; only records matching them are enrolled when the trigger fires
Select Individual Contacts/Accounts/Opportunities to Enroll — manually pick specific records (filters can help narrow the picker) that bypass the trigger’s other conditions entirely and get enrolled directly

Adding Actions

Action	What it does
Update Contact	Updates a field, territory, stage, or owner on the triggered contact (or contacts filtered by Contact Role, for Account/Opportunity workflows)
Update Account	Updates a field, territory, stage, or owner — targeting either the Primary Account only or all associated accounts
Update Opportunity	Updates a field, territory, stage, or owner, optionally filtered by opportunity status (Lead, Open, Won, Lost)
Create Opportunity	Creates a new opportunity with pipeline, stage, territory, owner, name, and any additional field values you set
Add to Sequence	Enrolls the record into an email sequence, with control over what happens if it’s already enrolled (Skip, Replace, or Enqueue)
Add Task	Creates a task with status, priority, assignee, due date, details, and optional attachment
Add Note	Pins a free-text note to the triggered record
Manual Decision	Pauses the workflow and presents a decision card to a chosen user — remaining actions only run once they respond, optionally with an email notification

Owner-related fields across these actions support Round Robin assignment — distributing new records across a chosen pool of team members, with an option to override an existing owner if one’s already assigned.

Adding Delays and Branches

Three optional rule types can be inserted into a workflow’s action chain:

Delay — pause execution for a set duration (Minutes, Hours, or Days) either right after the trigger or between two actions. Multiple delays can stack across a single workflow.
True/False Branch — evaluate a set of field conditions (AND/OR joinable); the workflow follows the True path if they match, False if they don’t.
Multi-Split Branch — fans out into two or more named paths that all run simultaneously for every execution reaching that step, unlike a True/False branch which only follows one path.

Monitoring a Workflow

Open any workflow to see three tabs:

Editor — add, modify, or delete steps
Enrollments — every enrolled record with its progress and status, filterable by status, searchable, with Manage Columns
Settings — edit the workflow’s name and other details

​Viewing Your Workflows

​Choosing How Records Enter the Workflow

​Adding Actions

​Adding Delays and Branches

Viewing Your Workflows

Choosing How Records Enter the Workflow

Adding Actions

Adding Delays and Branches