Workflows allow you to connect data, applications, AI agents, and logic to automate go-to-market processes across sales, marketing, and revenue operations. This guide walks you through using Sona's pre-built workflow templates to quickly set up automation without starting from scratch. You'll learn how to browse templates by use case, activate them, and customize them for your specific needs. These workflows are designed to augment the work of go-to-market teams. With this guide, you'll be ready to confidently leverage pre-built workflows that save time and deliver results quickly.
When to Use This / Prerequisites
When to Use This / Prerequisites
When to Use:
Activate marketing automation workflows
Implement workflows to leverage first-party data collected by Sona
Operationalize the data from Sona without extensive setup time
Prerequisites:
Access to the Workflows section in your Sona workspace
Identify specific use case requirements for your data
Step-by-Step Instructions
Step-by-Step Instructions
Step 1: Navigate to Templates
Step 1: Navigate to Templates
Access the Workflows Section
From your Sona workspace, go to the left navigation menu
Click on "Workflows" to expand the section
Select "Templates" from the dropdown menu
Explore the Templates Interface
You'll see two main sections: "Categories" on the left and "Templates" on the right
Categories help you find relevant templates organized by business function
Step 2: Organizing and Managing Templates
Step 2: Organizing and Managing Templates
Creating New Categories
To keep templates organized as your library grows, admins can create custom categories:
Click the "Create Category" button at the top of the Templates page
Enter a descriptive category name (e.g., "Marketing Automation")
Add a clear description explaining what types of templates belong here
Save the category, it will appear in the Use Cases list on the left
Category Naming Best Practices:
Use clear, function-based names (Marketing, Sales, Data, etc.)
Keep names concise but descriptive
Step 3: Browse Templates by Use Case
Step 3: Browse Templates by Use Case
Templates are organized into categories to help you find the right automation faster.
Admins can create, edit, and add new categories by clicking the "Create Category" button at the top of the page.
Here are template categories you can use as a starting point:
Marketing Automation - Workflows that automate lead capture, segmentation, and ad performance optimization.
Examples: Ads Automations, Audience Refresh, AI-Powered Inbound, Lifecycle & Marketing Automation
Sales Outreach & Enablement - Workflows that help sales teams engage prospects, automate outreach, and prepare for meetings.
Examples: Automate outreach to high-intent website visitors, Prospect Meeting Briefs, CRM Analyst
Data & Enrichment - Workflows focused on enriching CRM data, syncing systems, and identifying accounts and people.
Examples: Lead Research Agent, CRM Sync / Account Enrichment, Accounts: Identified, People: Profile 360
Content & Transcription - Workflows that handle media, transcription, and content automation tasks.
Examples: Audio/Video Transcription, Transcription (general)
Integrations & System Automations - Workflows that connect tools, trigger alerts, and streamline cross-app processes.
Examples: Notion + Slack Automations, Monitoring or Alerts, Webhook or Tracking Integrations
Testing & Custom Use Cases - A sandbox for experimental, internal, or user-defined workflows.
Examples: Test, Test 2, 123
Analytics & Insights (Optional) - Data tracking and reporting workflows for measuring performance and generating insights.
Examples: Data: Tracking Activity, Insights automation, Reporting syncs
Step 4: Adding Templates to Categories
Step 4: Adding Templates to Categories
To organize existing templates into the right categories:
Navigate to the template you want to categorize
Click the three-dot menu (⋮) next to the template
Select "Edit Template" from the options
In the edit view, edit the appropriate details accordingly
Save changes, the template will now appear in that category
Step 5: Activate a Template
Step 5: Activate a Template
Select Your Category
Click on the template that best matches your needs
Review the template details and description
Activate the Workflow
Click the "Activate workflow" button
The template will be copied to your active workflows with all pre-configured settings
Access Additional Options
Use the three-dot menu (⋮) next to each template for additional actions
Options may include Edit, Open Template Workflow, Delete
Step 6: Customize Your Activated Template
Step 6: Customize Your Activated Template
Navigate to Your Active Workflows
Go to "Workflows" > "History" to see your activated templates
Find your newly activated workflow in the list
Customize Settings
Edit trigger conditions to match your specific requirements
Modify actions, timing, and conditions as needed
Update any placeholder content or default values
Test Your Workflow
Run test scenarios to ensure the workflow performs as expected
Make adjustments based on your testing results
Perfect! You've successfully activated and customized a workflow template to meet your specific needs.
Key Concepts / Best Practices
Key Concepts / Best Practices
Template Categories and Organization:
Use Cases serve as smart filters to help you find relevant templates quickly
Templates are organized by common business scenarios and workflow types
The categorization system helps teams with different roles find appropriate automation templates
Template Customization Strategy:
Start with the closest match: Choose templates that align most closely with your desired outcome
Customize incrementally: Make small adjustments rather than overhauling the entire template
Test thoroughly: Always test templates in a safe environment before deploying to live data
Document changes: Keep notes on customizations for future reference and team collaboration
Best Practices for Template Usage:
Template Selection:
Review multiple templates in your use case category before choosing
Consider templates from adjacent categories that might offer valuable insights
Look for templates created by experienced users or official Sona examples