If you’re drowning in repetitive B2B tasks—manually moving data between tools, sending the same emails over and over, or tracking leads across spreadsheets—this guide is for you. There’s no magic button that makes all the grunt work disappear, but you can get close by automating the stuff that doesn’t need a human touch.
Here’s how you can use Provarity’s workflow builder to take back your time, step by step. I’ll walk through what works, what to watch out for, and where you might hit bumps in the road.
Why bother automating B2B tasks?
Let’s be clear: automation isn’t about replacing people. It’s about cutting out busywork so your team can focus on the stuff that actually matters—like building relationships, not copying data between apps.
You’ll get the most out of automation if: - You have clearly defined, repeatable processes (think: qualifying leads, onboarding partners, chasing invoices). - Your tasks involve multiple tools (CRM, email, spreadsheets, Slack, etc.). - You’re fed up with mistakes caused by manual entry or “Did anyone send that email?” moments.
If your process changes every week or relies on a ton of subjective judgment, automation will frustrate you more than help. But for the copy-paste, rinse-and-repeat stuff? It’s a game-changer.
Step 1: Map out what you actually want to automate
Before you even log in, grab a notepad or open a doc. Write down the process you want to automate, step by step. Seriously—do this first.
Example: Qualifying new leads 1. New lead fills out web form. 2. Add lead to CRM. 3. Send intro email. 4. Assign sales rep. 5. Notify the team in Slack.
Don’t overthink it. Just get the steps on paper. If you’re not crystal clear on what happens when, you’ll go in circles trying to build a workflow.
Pro tip: Ask yourself, “If I was on vacation and someone else had to do this, what instructions would I leave?”
Step 2: Get familiar with Provarity’s workflow builder
The heart of Provarity’s workflow builder is this: you set up triggers (the thing that starts the process), and then string together actions (the tasks you want to automate).
- Triggers: Could be a new CRM record, a form submission, a file upload, a specific email received, etc.
- Actions: Sending emails, updating rows in a spreadsheet, posting to Slack, creating tasks in project management tools.
The interface is drag-and-drop. It’s not rocket science, but there’s a learning curve if you’ve never built an automation before.
What’s good: - Lots of pre-built connectors for common B2B tools (Salesforce, HubSpot, Gmail, Slack, Google Sheets, etc.). - Clear visual overview—you can see every step, so it’s easier to spot mistakes.
What’s not: - Custom integrations beyond the usual suspects can get tricky. - Error handling (“what if this step fails?”) is basic—don’t expect miracles. - If your process is too complex (lots of branching logic, approvals, etc.), you’ll hit limits fast.
Step 3: Build your first workflow (a real example)
Let’s walk through automating a classic slog: Onboarding a new partner.
Scenario: Whenever a new partner signs up via your form, you want to: - Add them to your CRM - Email a welcome packet - Create a shared Google Drive folder - Notify your onboarding manager in Slack
1. Set the trigger
- Open workflow builder.
- Choose your trigger: “New submission from Partner Signup Form.”
- Map form fields to whatever info you’ll need later (name, email, company, etc.).
2. Add actions, one by one
a) Add to CRM - Drag in the CRM action (e.g., Salesforce, HubSpot). - Map the form fields to CRM fields. - Test this step—make sure data lands in the right place.
b) Send welcome email - Drag in the email action. - Use a template, or write your own message. - Include attachments or links as needed.
c) Create Google Drive folder - Add the Google Drive action. - Set it to create a new folder named after the company. - Optionally, add permissions so the partner/their team can access it.
d) Notify in Slack - Add Slack action. - Format the message with the partner’s info, so your onboarding manager has what they need.
3. Test it end-to-end
Don’t assume it’ll just work. Run a test with sample data. Check: - Did the CRM record get created correctly? - Did the email go out as expected? - Did the Drive folder show up, and can you access it? - Did the Slack message look right?
If something’s off, tweak and retest. Debugging is part of the process—don’t get frustrated.
What to ignore (for now): - Complicated branching (like “If X, then do Y, else do Z”)—get the basics working before you add fancy logic. - Edge cases you rarely see. Automate the 80% that’s predictable. You can always add exceptions later.
Step 4: Save, schedule, and watch for hiccups
Once your workflow is working, save it and turn it on. Some automations run instantly, others on a schedule (daily, weekly, whatever fits).
Keep an eye out for: - Missed triggers: Sometimes an app disconnects or changes its API. If things suddenly stop, check your connections. - Garbage in, garbage out: If your form or CRM data is messy, automation just speeds up the mess. Clean up your source data first. - Notification overload: Don’t overdo alerts—nobody needs a Slack ping for every little thing.
Pro tip: Set up a weekly review. Are any steps failing? Are people ignoring automated emails? Automation isn’t “set it and forget it.”
Step 5: Iterate and improve (don’t chase perfection)
Your first workflow won’t be perfect—and that’s fine. Real-world processes change, and you’ll find new ways to improve as you go.
- Start small. Automate a single process, then move on to the next.
- Ask the people doing the work what’s annoying or slow—they’ll have ideas for what to automate next.
- Don’t automate rare edge cases. Focus on high-volume, low-brainpower stuff.
What works best: - Anything rule-based: lead assignments, follow-up emails, status updates, reminders. - Data syncing between tools (with clear mapping). - Notifications for key events (but not every event).
What to skip: - Anything that needs human judgment every time. - Processes where the rules change constantly. - Tasks involving sensitive data, unless you’ve double-checked security and permissions.
Real talk: What Provarity does well—and where it falls short
Strengths: - Fast setup for common B2B flows. If you’re using mainstream tools, you’ll be up and running in an afternoon. - Good visibility—easy to see who did what, and when. - Reduces errors from manual data entry.
Limitations: - Gets clunky if you need advanced logic or heavy customization. - Not a fit for highly regulated workflows—double-check compliance requirements. - Integration with niche software can require custom work or workarounds.
Bottom line: For straightforward, repetitive tasks, Provarity’s workflow builder saves a ton of time. If you’re expecting it to run your whole business end-to-end or replace your team’s judgment, you’ll be disappointed.
Keep it simple, fix what matters
Automation isn’t about perfection. It’s about freeing up time and mental space so you can focus on work that actually needs your brain.
Start with one or two processes that annoy you the most. Build them in Provarity, test, and tweak as you go. Don’t overcomplicate things—iterate, improve, and move on.
Remember: the best automation is the one you actually use. Skip the hype, and just make your work a little less tedious, one workflow at a time.