How to trigger a Flow automatically when a new contact is created in the CRM

To trigger a Flow automatically whenever a new contact is added to the CRM, use the Flows module of Papo and select the “Contact created” trigger. From that event, you can send a WhatsApp welcome message and instantly notify the sales team with the lead’s information — without relying on manual actions.

With this automation, every lead that enters the database — whether by import, form, or manual entry — receives an immediate first interaction, and the sales team is alerted to follow up at the right time.

Summary of the automatic flow for new contacts

How it works: step by step

1. Create the Flow with the appropriate trigger
   In Papo’s side menu, go to Flows / Chatbot. Click to add a new Flow and give it a suggestive name, such as “CRM Welcome”. In the editor, the first node will be the start node. Replace the default trigger with the Contact created event — it is available in the event list of the Flows module. This way, the flow will run every time a new contact record is inserted into the CRM, regardless of origin.

2. Build the welcome message
   After the trigger, click the “+” and choose the Send Message action. In the text field, write a personalized greeting using the contact variables, such as {{ contact.first_name }}. Example:

   Hello, {{ contact.first_name }}! We are from [Your Company]. We received your registration and want to help. Are you looking for information about our plans, support, or a demo?
   If you want, attach an image or presentation video to the same node.

3. Add the notification for the sales team
   Insert a new action node after the message. Choose an option that alerts the team, such as Send internal message or Create task in Kanban. In the notification content, include the relevant variables: name, phone, email, and contact source (e.g., {{ contact.phone }}, {{ contact.source }}). This way, the salesperson receives a summary of the lead as soon as it enters the database and can act quickly.

4. Activate the Flow
   Review the sequence, save it, and change the Flow status to Active. From that moment on, every new contact created in the CRM will automatically trigger the flow, sending the welcome message and the notification.

Who is this flow recommended for?

• Companies that capture leads through forms, landing pages, or list imports and want an instant first response.
• Sales teams that need to be notified in real time about new contacts, without relying on manual checks in the CRM.
• B2B operations that work with active prospecting and want to engage the lead on WhatsApp as soon as registration is completed.
• Businesses that use Papo as a central contact hub and want to automate the welcoming of any new record, regardless of the entry channel.

Frequently asked questions

What exactly is the “Contact created” trigger?

It is an event in the Flows module that triggers the automation whenever a new contact is saved in Papo’s CRM. This includes contacts added manually, imported in bulk, or created by integrations.

Do I need an approved message template (HSM) to send the welcome message?

If the contact has not yet started a conversation on WhatsApp, the platform may use an approved message template (HSM) to ensure delivery. If the lead has already interacted before and is within the 24-hour window, the message is sent as a normal reply. We recommend having an approved template for proactive first-contact scenarios.

Can I use this flow for contacts imported in bulk?

Yes. Each contact included via import triggers the flow individually. This way, an entire list of leads receives the welcome message, and a notification is generated for each one.

How can I notify only a specific group of salespeople?

You can include a condition in the Flow based on tags, lead source, or any contact field. This way, the notification is directed only to the team or person responsible for that lead profile.

Does the flow work for contacts created via API or other integrations?

Yes. As long as the contact creation event is captured by the Flows module, the trigger will fire normally, regardless of how the record arrived in the CRM.

Can I combine this flow with other automation steps?

Yes. After the welcome message and notification, you can add qualification nodes (questions, conditions), tag assignment, contact field updates, or even enrollment in a Sequence. The Flow is fully customizable.

Read also

• How to list all Flows in your account and manually enroll contacts
• How to test an automation Flow before activating it
• How to duplicate an automation Flow to create a new version

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Create your first Flow and see the welcome message arrive on WhatsApp seconds after the lead registers.