Feature Overview

The Workflows section of GTM Engine includes three powerful record management tasks: Get Record, Update Record, and Create Record. These tasks form the backbone of system workflows that power GTM Engine's automation capabilities, allowing the platform to seamlessly interact with your CRM database.

Benefits to the User

• Automated Data Management: Eliminates manual data entry by automating record retrieval, updates, and creation
• Enhanced CRM Integration: Ensures GTM Engine works harmoniously with your existing CRM system
• Streamlined Workflows: Powers the behind-the-scenes processes that deliver GTM Engine's value
• Improved Data Accuracy: Reduces human error in data management when properly configured

Accessing the Feature

These record management tasks are located in the Workflows section of the GTM Engine app:

1. Log in to your GTM Engine account
2. Navigate to the Workflows section in the main navigation menu
3. When creating or editing a workflow, you'll find these tasks in the task selection panel

⚠️ Important: These tasks should primarily be configured by administrators as they directly interact with your CRM database.

Step-by-Step Usage Guide

Get Record Task

This task retrieves existing information from your CRM database.

1. Within your workflow builder, select "Get Record" from the task options
2. Choose the record type you wish to retrieve:
   • Account
   • Contact
   • Opportunity
   • User
   • User Task
3. Configure the search criteria to identify the specific record(s)
4. Specify which fields you need to retrieve
5. Define where the retrieved data should be stored in your workflow

Update Record Task

This task modifies existing records in your CRM database.

1. Within your workflow builder, select "Update Record" from the task options
2. Choose the record type you wish to update
3. Specify the record identifier (such as ID or unique field value)
4. Define which fields should be updated and their new values
5. Configure any conditional logic for when updates should occur

Create Record Task

This task generates new records in your CRM database.

1. Within your workflow builder, select "Create Record" from the task options
2. Choose the record type you wish to create
3. Define the field values for the new record
4. Configure any dependencies or relationships to existing records
5. Specify any follow-up actions that should occur after creation

Tips and Best Practices

• Limit Access: Restrict access to these tasks to administrators or trained workflow designers to prevent accidental data corruption
• Test Thoroughly: Always test workflows using these tasks in a sandbox environment before deploying to production
• Document Changes: Keep detailed documentation of all workflows that modify your CRM data
• Use Conditionals: Implement conditional checks before updating or creating records to prevent duplicate or erroneous data
• Monitor Activity: Regularly review logs of record operations to ensure workflows are functioning as expected

⚠️ Warning: Improper configuration of these tasks could result in overriding, deleting, or corrupting CRM data. Always proceed with caution and proper testing.

By leveraging these record management tasks appropriately, GTM Engine transforms your CRM from a passive reporting tool into an active system that supports real selling. Rather than forcing your sales reps to manually translate conversations into data entry, GTM Engine automates these processes, giving your team back valuable selling time while ensuring your CRM data remains accurate and up-to-date.