> For the complete documentation index, see [llms.txt](https://threadly.gitbook.io/threadly/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://threadly.gitbook.io/threadly/workflows/workflow-steps.md).

# Workflow Steps

Steps are the steps that execute when your workflow triggers. You can chain multiple Steps together, and they'll run in sequence from top to bottom.

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### Send Message

Send a Threadly message to users or channels. This is the most common workflow action.

#### Configuration

| Setting                       | Description                                    |
| ----------------------------- | ---------------------------------------------- |
| **Message**                   | Compose your message with rich text formatting |
| **Destination**               | Choose where to send it (see options below)    |
| **Image** (optional)          | Attach an image to the message                 |
| **Action Buttons** (optional) | Add forms, links, or calendar booking buttons  |
| **Sender** (optional)         | Override who the message appears to come from  |

#### Destination Types

| Destination                               | Description                             | Example Use Case                            |
| ----------------------------------------- | --------------------------------------- | ------------------------------------------- |
| **User who triggered workflow**           | DM the person who caused the trigger    | Welcome message to new channel member       |
| **Channel the workflow was triggered in** | Post to the same channel                | Respond in the channel where someone joined |
| **Specific channels**                     | Post to selected public channels        | Announce to multiple team channels          |
| **Specific users**                        | DM selected users individually          | Notify specific team members                |
| **Multi-DM**                              | Create a group DM (up to 8 users)       | Loop in a small team together               |
| **Conversation Group**                    | Send to a saved static or dynamic group | Message all managers or a custom segment    |

#### Using Variables in Messages

Make your messages dynamic by including variables:

```
Hey {{user}}! Welcome to {{channel}}!

We're glad you're here. Here's what you need to know...
```

Variables are replaced with actual values when the message sends.

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### Delay

Pause your workflow for a set amount of time before the next step runs. Use delays to space out messages or create drip sequences.

#### Configuration

| Setting      | Description                |
| ------------ | -------------------------- |
| **Duration** | Enter a number (1-9999)    |
| **Unit**     | Seconds, Minutes, or Hours |

#### Example: Onboarding Drip Sequence

1. **Send Message** — Welcome message (immediate)
2. **Delay** — Wait 24 hours
3. **Send Message** — Day 2 tips and resources
4. **Delay** — Wait 48 hours
5. **Send Message** — Check-in message

{% hint style="info" %}
Multiple delays accumulate. A 5-minute delay followed by a 10-minute delay means the third step runs 15 minutes after the workflow starts.
{% endhint %}

***

### Send Webhook

Trigger an external system by sending an HTTP POST request. Use this to integrate with custom applications or services.

#### Configuration

| Setting                       | Description                          |
| ----------------------------- | ------------------------------------ |
| **Webhook URL**               | The HTTPS endpoint to call           |
| **Custom Headers** (optional) | Add authentication or custom headers |

#### Payload Structure

When the webhook fires, it sends this JSON payload:

```json
{
  "type": "threadly_workflow_trigger",
  "step": { ... },
  "user_who_triggered_workflow": "U123ABC",
  "team_id": "T456DEF",
  "channel": "C789GHI",
  "event_type": "new_member_joins_channel"
}
```

#### Example Use Cases

* Log workflow events to your analytics system
* Trigger internal tools or custom integrations
* Send data to a database or data warehouse

***

### Send to Zapier

Kick off a Zapier automation (Zap) using this workflow as the trigger. Perfect for integrating with thousands of apps.

#### Configuration

| Setting                | Description                                                         |
| ---------------------- | ------------------------------------------------------------------- |
| **Zapier Webhook URL** | Your Zap's webhook URL (from Zapier's "Webhooks by Zapier" trigger) |

#### Example Integrations

* Add form responses to Google Sheets
* Create Notion pages for new channel members
* Update Salesforce records when workflows trigger
* Send emails via Gmail or Mailchimp
* Create tasks in Asana or Monday.com

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### Add User to Segment

Automatically add the user who triggered the workflow to a predefined [static segment](/threadly/groups/static-groups.md). Use this to segment users for future targeting.

#### Configuration

| Setting   | Description                                  |
| --------- | -------------------------------------------- |
| **Group** | Select the Conversation Group to add them to |

#### Example Use Cases

* Add users who complete onboarding to an "Onboarded" group
* Segment users by the channel they joined
* Build lists for future campaigns based on actions

***

### Remove User from Segment

Automatically remove a user from a [static segment](/threadly/groups/static-groups.md) — useful for managing segments based on steps or time-based rules.

#### Configuration

| Setting   | Description                                       |
| --------- | ------------------------------------------------- |
| **Group** | Select the Conversation Group to remove them from |

#### Example Use Cases

* Remove users from "New Hire" group after 30 days
* Move users between segments based on activity
* Clean up groups when users take certain actions

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### Add Threadly to Channel

Add Threadly as a member of a channel if it isn't already. Useful when your workflow needs to post to channels Threadly hasn't joined yet.

#### Configuration

| Setting     | Description                           |
| ----------- | ------------------------------------- |
| **Channel** | Select the channel to add Threadly to |

#### When to Use This

* Before sending messages to channels via "Channel Meets Criteria" workflows
* When scaling across many channels that may not have Threadly added

***

### Update HubSpot Contact

Update fields on a HubSpot contact record based on workflow events. Requires an active HubSpot integration.

#### Configuration

| Setting              | Description                       |
| -------------------- | --------------------------------- |
| **Fields to Update** | Map HubSpot field names to values |

#### Available Variables

| Variable                       | Description                               |
| ------------------------------ | ----------------------------------------- |
| `{{user_id}}`                  | Slack user ID                             |
| `{{user_email}}`               | User's email address (from Slack)         |
| `{{user_joined_channel_date}}` | Date they joined the channel (YYYY-MM-DD) |
| `{{channel_name}}`             | Name of the trigger channel               |
| `{{workflow_name}}`            | Name of this workflow                     |

#### Example Use Cases

* Update "Slack Onboarded" field when user joins #general
* Set "Last Slack Activity" date on contact records
* Track which channels contacts have joined

***

### Step Availability by Trigger

Not all steps work with every trigger type. Here's the compatibility matrix:

| Action                       | User Joins Channel | Channel Meets Criteria | On Schedule | Form Submission | Message Posted |
| ---------------------------- | :----------------: | :--------------------: | :---------: | :-------------: | :------------: |
| **Delay**                    |          ✓         |            ✓           |      ✓      |        ✓        |        ✓       |
| **Send Message**             |          ✓         |            ✓           |      ✓      |        ✓        |        ✓       |
| **Send Webhook**             |          ✓         |            ✓           |      —      |        ✓        |        ✓       |
| **Send to Zapier**           |          ✓         |            ✓           |      —      |        ✓        |        ✓       |
| **Add Threadly to Channel**  |          ✓         |            ✓           |      —      |        ✓        |        ✓       |
| **Add User to Segment**      |          ✓         |            —           |      —      |        ✓        |        ✓       |
| **Remove User from Segment** |          ✓         |            —           |      —      |        ✓        |        ✓       |
| **Update HubSpot Contact**   |          ✓         |            —           |      —      |        ✓        |        ✓       |

***

### Tips for Effective Steps

1. **Start with Send Message** — It's the most common and easiest to test
2. **Use delays strategically** — Space out messages to avoid overwhelming users
3. **Test webhooks first** — Use a tool like webhook.site to verify payloads
4. **Combine actions** — Chain multiple steps for powerful automations
5. **Consider the destination** — Match your destination type to your use case

***