OpsFlow — Documentation

Overview

OpsFlow is a workflow tool that automatically creates internal forms for your staff. Triggers fire when opportunities change pipeline stages or when calls complete. Staff fill out the form and the responses are written back to contact notes, custom field updates, follow-up tasks, and/or pipeline movements.

How It Works

Configure a trigger — In the Settings tab, create a trigger by choosing a trigger type (Pipeline Stage Change or Call Completed), selecting a form template, and enabling your writebacks.
Form is created — OpsFlow creates a pending form linked to the contact.
Staff completes the form — The form appears in the Pending tab. Staff opens it, fills in the fields, and submits.
Results are written back — Based on the trigger config, OpsFlow writes notes, updates custom fields, creates tasks, and/or moves the opportunity to a new pipeline stage.

Installation

Find OpsFlow in the Marketplace and click Install.
Authorize the app when prompted. This grants OpsFlow permission to read contacts, pipelines, and write notes/tasks/custom fields.
Open OpsFlow from the sidebar or app menu.

OpsFlow is installed at the agency (company) level and automatically works with any sub-account. Each sub-account has independent templates, triggers, and forms.

Trigger Types

Pipeline Stage Change

Fires when an opportunity moves to the configured pipeline stage. The resulting form includes the contact, pipeline, and stage context. Supports all writebacks including pipeline movement.

Call Completed

Fires when a Voice AI call ends (VoiceAiCallEnd event). The resulting form is linked to the contact from the call. Supports note, custom field, and task writebacks. Pipeline movement is not available since there is no opportunity context.

Requires the VoiceAiCallEnd webhook event to be enabled in your Marketplace app settings under Advanced Settings → Webhooks.

Setting Up Triggers

Navigate to the Settings tab to manage triggers.

Creating a Trigger

Select a trigger type: Pipeline Stage Change or Call Completed.
For pipeline triggers: select a Pipeline and Stage.
Select a Form Template.
Configure Writebacks:
- Note — Creates a contact note summarizing all form responses.
- Custom Fields — Maps individual form fields to custom fields on the contact.
- Task — Creates a follow-up task on the contact, due the next day. Optionally set a custom title.
- Move to Stage (pipeline triggers only) — Moves the opportunity to a different stage after submission.
Click Add Trigger, then Save Settings.

Removing a Trigger

Click Remove next to any trigger in the list, then click Save Settings. Existing pending forms from that trigger will remain until completed.

Templates

Templates define the fields your staff fills out. OpsFlow auto-creates three starter templates the first time you open a sub-account: Call Disposition, Job Complete, and Appointment Follow-Up.

Field Types

Short Text — single-line text input
Long Text — multi-line textarea
Select — single-choice dropdown
Multi-Select — multiple-choice checkboxes
Checkbox — boolean yes/no toggle
Date — date picker
Number — numeric input

Conditional Fields (Show When)

Any field can be set to show or hide based on another field's value. Enable Show conditionally on a field and configure the rule:

Choose a source field (must appear above the current field in the template).
Choose an operator: is or is not.
Choose or type the expected value. Select fields show a dropdown of options; checkbox fields show "Checked" / "Unchecked".

Hidden fields are excluded from validation and are not included in the submitted data.

Deleting Templates

Templates with pending forms cannot be deleted. Complete or wait for pending forms first.

Working with Forms

Pending Tab

Shows all forms waiting to be completed. Each row shows the contact name, template, trigger context (pipeline/stage or "Call Completed"), and creation date. Click Open to fill out a form.

Completing a Form

Fill in the visible fields and click Submit. A notification shows the result of each writeback. The form moves to the Completed tab.

Completed Tab

Shows all submitted forms with the contact, template, who submitted it, and when. Click View to see the full responses.

Writeback Details

Each writeback runs independently. If one fails, the others still execute. Results are shown in a toast notification after submission.

Contact Note

Creates a formatted note on the contact containing all form responses. Format:

--- OpsFlow: [Template Name] ---
Contact: [Contact Name]
Date: [YYYY-MM-DD]

[Field Label]: [Value]
[Field Label]: [Value]

Custom Fields

Updates custom fields on the contact. Configure which form field maps to which custom field in the trigger settings. Only mapped fields are written.

Follow-up Task

Creates a task on the contact due the next day. Default title is "Follow up: [Template Name]" but can be customized per trigger.

Pipeline Movement

Moves the opportunity to a different stage in the same pipeline. Only available for Pipeline Stage Change triggers. Runs after all other writebacks.

Required Permissions

OpsFlow requires the following OAuth scopes:

contacts.readonly — Read contact names and details for form creation
contacts.write — Write custom field updates to contacts
contacts/notes.write — Create contact notes from form results
contacts/tasks.write — Create follow-up tasks on contacts
opportunities.readonly — Read pipeline and stage data for trigger configuration
opportunities.write — Move opportunities to new stages on form submission
locations/customFields.readonly — List available custom fields for mapping