NexusFlow Visual Automation

Overview

NexusFlow is the advanced visual automation builder within AutomateNexus CRM, designed to give you complete control over complex, multi-step business processes through an intuitive drag-and-drop canvas. Unlike the standard Workflow Builder, NexusFlow provides an expanded set of node types including delays, loops, sub-flows, and parallel execution paths, making it ideal for sophisticated automation scenarios that require precise orchestration.

With NexusFlow, you can visually design automations that span multiple modules, incorporate branching logic, pass variables between nodes, and run parallel operations. The canvas-based interface makes it easy to understand the full scope of an automation at a glance, collaborate with team members, and iterate on designs using built-in version history.

Prerequisites

An active AutomateNexus CRM account with Admin, Manager, or Automation Specialist role
Access to the Automation Center module with NexusFlow permissions enabled
Basic understanding of automation concepts (triggers, conditions, actions)
Familiarity with the standard Workflow Builder is recommended but not required

Accessing NexusFlow

Step 1: Open the Automation Center

From the main navigation sidebar, click Automation Center. This hub contains all automation tools available in AutomateNexus CRM.

Step 2: Select NexusFlow

In the Automation Center sub-navigation, click NexusFlow. You will see the NexusFlow dashboard, which lists all existing flows with their names, statuses (Active, Inactive, Draft), last modified dates, and version numbers.

Step 3: Create a New Flow

Click the + New Flow button. Enter a name and optional description for your flow, then click Create. The NexusFlow canvas editor opens.

Canvas Overview

What you will see: The NexusFlow canvas is a large, zoomable workspace with a dot-grid background. The interface is divided into several areas:

Node Palette (Left Panel): A categorized list of all available node types. Expand categories (Triggers, Conditions, Actions, Flow Control) to browse nodes, or use the search bar at the top to find a specific node by name.
Canvas (Center): The main workspace where you place, connect, and arrange nodes. Use scroll to zoom in and out, and click-drag on empty space to pan. A minimap in the bottom-right corner shows your position within the full canvas.
Properties Panel (Right Panel): When a node is selected, this panel displays its configuration options, including fields, expressions, variable mappings, and documentation links.
Top Toolbar: Contains buttons for Save, Undo, Redo, Test, Enable/Disable, Version History, and Share. The flow name and status badge are displayed on the left side of the toolbar.
Bottom Status Bar: Shows the current zoom level, total node count, and last saved timestamp.

Drag-and-Drop Node Placement

Adding Nodes to the Canvas

To add a node, locate it in the Node Palette on the left and drag it onto the canvas. Release the mouse button to place the node. The node appears as a styled card showing its icon, name, and a brief status indicator. You can reposition any node at any time by clicking and dragging it.

Selecting and Managing Nodes

Click a node to select it and open its properties in the right panel. To select multiple nodes, hold Shift and click additional nodes, or draw a selection rectangle by clicking and dragging on empty canvas space. Selected nodes can be moved together, duplicated with Ctrl+D (or Cmd+D on Mac), or deleted with the Delete key.

Canvas Navigation

Zoom: Use the scroll wheel or the +/- controls in the bottom-right corner. Double-click the zoom percentage to reset to 100%.
Pan: Click and drag on empty canvas space, or hold Space and drag.
Fit to Screen: Press Ctrl+Shift+F to zoom the canvas to fit all nodes in the viewport.
Minimap: Click and drag within the minimap to quickly navigate to different areas of a large flow.

Node Types

Trigger Nodes

Every NexusFlow begins with one or more trigger nodes. Triggers define the events that start the flow.

Record Trigger: Fires when a record is created, updated, or deleted in a specified module. Configure field-level filters to narrow the trigger scope.
Schedule Trigger: Fires on a recurring schedule (daily, weekly, monthly, or custom cron expression). The schedule is configured in the node properties with a visual cron builder.
Webhook Trigger: Fires when an external system sends an HTTP request to a unique NexusFlow endpoint URL. The incoming payload is automatically parsed and available as variables.
Manual Trigger: Allows users to start the flow on demand from the NexusFlow dashboard or from a record action menu.
Email Event Trigger: Fires when a tracked email is opened, clicked, bounced, or replied to.

Condition Nodes

Condition nodes evaluate data and route the flow down different paths.

If/Else: Evaluates one or more conditions and routes to a "true" or "false" branch. Supports AND/OR grouping and nested conditions.
Switch (Multi-Branch): Routes the flow to one of up to 20 branches based on the value of a field or expression. Includes a default branch for unmatched values.
Filter: Passes or blocks records based on criteria. Records that do not match the filter are silently discarded from the flow.
Data Check: Validates that required fields contain data before proceeding. Useful for ensuring data quality before performing actions.

Action Nodes

Action nodes perform operations on records, send communications, or interact with external systems.

Send Email: Send an email using a template or inline content with personalization tokens.
Create/Update/Delete Record: Perform CRUD operations on any CRM module.
Create Task: Generate and assign a task with configurable title, description, due date, and priority.
Send Notification: Push an in-app notification, Slack message, or Teams message.
HTTP Request: Make an API call to an external service with full control over method, headers, body, and authentication.
Run Script: Execute a custom JavaScript snippet for advanced data transformations or calculations.
Assign Owner: Change the record owner using rules or direct assignment.

Delay Nodes

Delay nodes pause the flow for a specified duration before continuing to the next node.

Fixed Delay: Wait for a set amount of time (minutes, hours, days). For example, wait 2 hours before sending a follow-up email.
Until Date/Time: Wait until a specific date and time, or until a date field value on the record is reached. For example, wait until the contract start date.
Until Condition: Wait until a specified condition becomes true. The flow checks the condition at regular intervals (configurable from every 5 minutes to every 24 hours).

Loop Nodes

Loop nodes allow you to iterate over collections of data within a flow.

For Each: Iterate over a list of records (e.g., all contacts associated with a company, all line items on a deal). The loop body executes once for each item, with the current item available as a variable.
While Loop: Repeat a set of actions as long as a condition remains true. Includes a configurable maximum iteration count to prevent runaway loops (default: 100).

Connecting Flows

Creating Connections

Each node has input and output ports, displayed as small circles on the top/bottom or left/right edges of the node card. To connect two nodes, click an output port and drag a line to the input port of the target node. The connection line snaps into place with a smooth curved path.

Connection Types

Standard Connection: The default connection type, shown as a solid line. The flow proceeds from source to target when the source node completes.
Conditional Connection: Used with If/Else and Switch nodes. Each branch output is labeled (True/False, or the branch value) and color-coded for easy identification.
Error Connection: A dashed red line that connects a node to an error handler. This path is followed only if the source node fails.

Managing Connections

To delete a connection, click on the line and press Delete, or right-click the line and select Remove Connection. To reroute a connection, drag the line endpoint from one port to another.

Variable Passing Between Nodes

Understanding Variables

NexusFlow uses a variable system to pass data between nodes. Each node can produce output variables that subsequent nodes can reference. Variables are scoped to the current flow execution and are accessible using the syntax {{node_name.output_field}}.

Setting Variables

In any node that produces output, the Properties Panel shows the available output variables. For example, an HTTP Request node might output response.status_code, response.body, and response.headers. A Create Record node outputs the new record ID.

Using Variables

In any node property field, click the {x} button to open the variable picker. This displays a searchable tree of all variables available from upstream nodes. Select a variable to insert it into the field. You can also type variable references directly using the double-curly-brace syntax.

Variable Transformations

NexusFlow supports inline expressions for transforming variable values. Use the expression editor (accessed by clicking the fx button next to a field) to apply functions such as:

UPPER({{contact.last_name}}) — Convert to uppercase
FORMAT_DATE({{deal.close_date}}, "MMMM DD, YYYY") — Format a date
CONCAT({{contact.first_name}}, " ", {{contact.last_name}}) — Concatenate strings
IF({{deal.value}} > 10000, "Enterprise", "Standard") — Conditional value

Templates Gallery

NexusFlow includes a curated gallery of flow templates to help you get started quickly. Access the gallery by clicking + New Flow → Start from Template.

Available Template Categories

Sales Automation: Lead scoring, deal routing, quote generation, win/loss follow-up.
Marketing Automation: Drip campaigns, lead nurturing sequences, event registration follow-up.
Customer Success: Onboarding sequences, health score calculations, renewal reminders, churn prevention.
Operations: Data enrichment, duplicate detection, cross-module synchronization.
Integrations: Bi-directional sync with Salesforce, HubSpot, Stripe, Zendesk, and other platforms.

Each template includes a preview showing the flow layout, a description of the use case, and a list of required configurations. After importing a template, customize the node settings to match your specific business rules and data structure.

Version History

NexusFlow automatically saves a version snapshot every time you save your flow. To access version history, click the Version History button in the top toolbar.

Viewing Past Versions

The version history panel displays a chronological list of all saved versions with timestamps, the user who made the change, and an auto-generated summary of modifications (e.g., "Added 2 nodes, modified 1 connection"). Click any version to preview the flow as it existed at that point.

Restoring a Version

To revert to a previous version, select it in the version history and click Restore This Version. A confirmation dialog will appear. Restoring creates a new version entry so you can always return to the current state if needed.

Comparing Versions

Select two versions and click Compare to see a side-by-side diff highlighting added, removed, and modified nodes and connections.

Collaboration on Flows

Sharing Flows

Click the Share button in the top toolbar to manage access to a flow. You can grant view or edit permissions to individual users or teams. Users with view access can see the flow design and execution history but cannot modify the flow.

Collaborative Editing

Multiple users can view a flow simultaneously. When another user is viewing or editing the same flow, their avatar appears in the top toolbar. To prevent conflicts, NexusFlow uses a locking mechanism: when a user begins editing, the flow is locked for other editors until the changes are saved or the lock expires (after 15 minutes of inactivity).

Comments and Annotations

Right-click any node or connection and select Add Comment to attach a note. Comments appear as speech bubble icons on the canvas. Team members can reply to comments, creating threaded discussions directly within the flow design. Use comments to document design decisions, flag items for review, or assign follow-up tasks.

Scheduling Automations

Flows with Schedule Triggers can be configured with precise timing controls in the trigger node properties:

Frequency: Choose from preset options (Every Hour, Daily, Weekly, Monthly) or enter a custom cron expression for fine-grained control.
Time Zone: Specify the time zone for schedule evaluation. This ensures your flow runs at the correct local time regardless of server location.
Active Window: Optionally restrict execution to specific hours (e.g., only during business hours 9 AM to 5 PM) or specific days (e.g., weekdays only).
Start and End Dates: Set a date range during which the schedule is active. This is useful for time-bound campaigns or seasonal processes.

Monitoring Execution

Execution Dashboard

Navigate to Automation Center → NexusFlow → [Flow Name] → Executions to view the execution dashboard. This displays a real-time feed of all flow executions with status indicators (Running, Completed, Failed, Paused).

Live Execution View

For flows currently in progress, click View Live to watch the execution traverse the canvas in real time. Active nodes pulse with a blue glow, completed nodes show a green checkmark, and the current position is highlighted. This is invaluable for understanding flow behavior and identifying bottlenecks.

Execution Metrics

The Executions tab also displays aggregate metrics including total runs, success rate, average execution time, and failure rate over configurable time periods (last 24 hours, 7 days, 30 days). Use these metrics to identify flows that need optimization or attention.

Debugging Failed Flows

Identifying Failures

Failed executions are flagged with a red status badge in the execution list. Click on a failed execution to open the debug view, which shows the exact node where the failure occurred, highlighted in red on the canvas.

Error Details

Select the failed node to view comprehensive error information in the Properties Panel:

Error Message: A human-readable description of what went wrong.
Error Code: A machine-readable code for programmatic handling.
Input Data: The exact data the node received when it failed.
Stack Trace: For Run Script nodes, the full JavaScript stack trace.
Timestamp: The exact time the failure occurred.

Retry Failed Executions

From the failed execution detail view, click Retry from Failed Node to re-execute the flow starting from the point of failure. This preserves all variable values from the successful portion of the execution. Alternatively, click Retry from Start to re-run the entire flow.

Debug Mode

Enable Debug Mode by clicking the bug icon in the top toolbar before running a test. In Debug Mode, the flow pauses at each node, allowing you to inspect variable values, modify data on the fly, and step through the flow one node at a time. This is especially useful for complex flows with many branches.

Advanced Features

Sub-Flows

Sub-flows allow you to encapsulate a reusable set of nodes into a single component that can be referenced from multiple parent flows. To create a sub-flow, select a group of nodes on the canvas, right-click, and choose Convert to Sub-Flow. The selected nodes are replaced with a single Sub-Flow node, and the original nodes are saved as a standalone flow.

Sub-flows accept input parameters and return output values, functioning like reusable functions. When you update a sub-flow, all parent flows that reference it automatically use the updated version. This promotes consistency and reduces maintenance effort across your automation library.

Parallel Execution

The Parallel node splits the flow into multiple branches that execute simultaneously. Use this when you need to perform independent actions concurrently, such as sending a notification to Slack while also updating a record and making an API call. The Parallel node includes a Join option that waits for all branches to complete before proceeding, or a Race option that continues as soon as the first branch finishes.

Error Handling Strategies

NexusFlow provides several error handling mechanisms beyond the basic error connection:

Try/Catch Blocks: Wrap a group of nodes in a Try/Catch container. If any node within the Try block fails, execution jumps to the Catch block where you can define recovery actions.
Retry Policies: Configure individual nodes with retry policies specifying the number of attempts, delay between retries, and backoff strategy (linear or exponential).
Circuit Breaker: For nodes that call external services, enable the circuit breaker pattern. After a configurable number of consecutive failures, the circuit opens and subsequent calls are immediately short-circuited, preventing cascading failures.

Best Practices

Organize your canvas: Arrange nodes in a left-to-right or top-to-bottom flow for readability. Use the auto-layout feature (right-click canvas, select Auto Layout) to automatically arrange nodes.
Use sub-flows for reusable logic: If you find yourself duplicating the same sequence of nodes across multiple flows, extract them into a sub-flow.
Add comments liberally: Document the purpose of each section of your flow, especially complex condition logic or non-obvious business rules.
Test incrementally: Use Debug Mode to step through your flow node by node during development. Test each branch path to ensure complete coverage.
Monitor actively: Set up alerts for failed executions and review the execution dashboard at least weekly.
Version before major changes: Although NexusFlow auto-saves versions, manually save a named version before making significant modifications so you can easily identify restore points.
Limit loop iterations: Always set a reasonable maximum iteration count on While Loop nodes to prevent accidental infinite loops.
Use descriptive node names: Rename nodes from their defaults (e.g., rename "Send Email" to "Send Welcome Email to New Customer") for clarity.

Troubleshooting Common Issues

Issue	Possible Cause	Solution
Flow does not start	Trigger node is misconfigured or flow is in Draft status	Verify trigger settings and ensure the flow is set to Active
Variables are empty	Node producing the variable has not executed or failed silently	Check the execution path and ensure the producing node completed successfully
Loop runs indefinitely	Exit condition is never met and no max iteration limit is set	Add a maximum iteration count to the loop node and verify the exit condition logic
Parallel branches not joining	Join node is missing or not connected to all branches	Ensure each parallel branch connects to the same Join node
Sub-flow changes not reflected	Parent flow is using a cached version	Re-save the parent flow or click Refresh on the Sub-Flow node
Canvas performance is slow	Flow has too many nodes visible at once	Collapse sub-sections using group nodes, or split into sub-flows

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