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Automations Management

Everything you need manage automations: from creating sequence to understanding detailed mechanics.
Alex Mishyn Yevhen
By Alex Mishyn and 1 other
β€’ 15 articles

Automations Section Overview

The Automations section is the main tool for managing automated processes for interacting with contacts. Main work screen and folder management The main screen greets you with the folder management panel (Folders), which helps you structure and organize your automations. - Creating folders: To create a new folder, click the Add (1) button next to the folders panel. You can create any number of folders to conveniently sort your automations. - Search: Use the search bar (2) at the top of the screen to quickly find the automation you need by its name. Main automation management menu The central table shows all created automations. This table gives you quick access to managing and viewing statistics for each of them: - Status toggle: The toggle to the left of the name lets you instantly switch an automation from paused (Paused) to active (Active) and back. - Name: The name of your automation. - Priority: The automation's priority among the others. - Senders: The profiles involved in this automation. - Conversions: Overall conversion metrics. Hovering over this block opens a window with extended statistics. - Contacts: The number of contacts in the automation, broken down by status: In Progress, Finished, and Failed. - Tasks: The number of scheduled tasks. Hovering over this block opens a window with a detailed list of scheduled Tasks. ​ Additional actions ("..." menu) Clicking the three-dot icon next to any automation opens the advanced options menu: - Builder: Go directly to the visual automation builder. - Config: Opens the settings window. Here you can change the name (Automation name), the storage folder (Folder), the priority (Automation Priority), and the automation's work schedule (by default, every automation uses the individual schedules of the senders. If you turn off the Use Sender Profile's Schedule toggle, you can set an individual schedule for the whole campaign). 🟑 Note: When setting an individual schedule, it must overlap with the schedules of the connected profiles. Without an overlap, the automation will not be able to start. Read more about this mechanic in the article [Sender Profile Work Schedule]. - Clone: Creates an exact copy of an existing automation with all its settings and structure. - Share: Lets you share the automation. This feature generates a unique public link that you can pass on to other users (for example, to your team or to another workspace). - Archive: Moves the automation to the archive. Automations archive All processes you have moved to the archive are in the Archive tab (located next to the Automations tab on the top panel). 🟑 Note: It is not possible to delete an automation completely in the system. This is because contact cards permanently store the interaction history (which automations they took part in, which messages they received, and so on). To avoid breaking the integrity of the interaction history, automations that are no longer relevant can simply be moved to the archive. Creating an automation To start creating a new campaign, click the Create Automation button (located on the right in the general automations table). The system will offer two options: 1. Use templates: Using ready-made templates. 2. Build manually: Building a unique automation yourself from scratch. After choosing an option, you will go straight to the automation's internal work area. The automation's internal work area The automation's work area consists of two main tabs: Builder and Contacts. Builder tab This is the visual builder where the process logic is put together. - Add Contacts section (1): The top block, responsible for adding new contacts to this automation via the CRM widget. - Segment section (2): Shows the overall state of the automation, auto-filters (if any are applied), and statistics. - Default Sender Profiles section (3): Shows the sender profiles connected to the automation. - Node structure (Nodes): Below, the sequence of nodes (automation steps) is built. On each node, you can see detailed statistics: the number of contacts at this step, their statuses, and conversion metrics. - Version History (4): In the top-right corner, there is a version history button. It lets you view previously saved configurations of this automation (when and what changes were made). - Settings (5): Duplicates the schedule, priority, and folder settings described earlier. Contacts tab This tab holds a detailed table of all contacts that were or are participants in this automation. Here you can manage contacts and apply advanced filters (the funnel icon next to the column headers): - Cancel contacts (1) - removing contacts from the automation. - Contact (2) - filtering contacts by name. - Account (3) - filtering by company. - Status (4) - filtering by the current status in the automation. - Sender Profile (5) - filtering by the sender profile linked to a specific contact. - Added (6) - filtering by the date (date range) the contact was added to the automation.

Last updated on Jul 22, 2026

Creating a New Automation: Step-by-Step Guide

To start creating a new automation, go to the Automations section in the left sidebar and click the Create Automation button. The system will offer two starting options: - Use templates: Select from ready-made templates. This section contains the 6 most common scenarios. If none of them suit you, you can switch to manual creation by clicking the Build manually link at the bottom of this window. - Build manually: Creating an automation completely from scratch. The process is then divided into several logical steps. Step 1. Logic builder (Builder) After choosing a creation option, you go straight to the visual builder. - Here you will see the list of available nodes (Nodes), which are split into categories: Outreach, Actions, and Logic. - Your goal at this step is to build the scenario and the sequence of actions the automation will follow. 🟒 Tip: A detailed description of all nodes, their functionality, and use cases is covered in a separate article [Nodes Overview and Building Automation Logic]. Step 2. Adding senders (Add Sender Profiles) Once the logic framework is built, you need to define which sender profiles will be involved in this automation. - You can select one or several existing profiles at once from the suggested list (1). - If you are creating an automation for the first time and do not have any sender profiles yet, you can create and connect a new profile right at this step using the Create Sender Profile (2) button. - In this window, you configure the Leads distribution model (3) - the model for distributing contacts among the selected senders. The detailed distribution mechanics are described in the article [How to Set the Contact Distribution Method in an Automation]. Step 3. Adding contacts (Add Contacts) The next step is adding your target audience to the automation. Click the Add Contacts button, and the system will offer several import options: - Add from Contacts: Adding contacts that are already saved in your internal CRM. - Basic Search: Uploading contacts from LinkedIn basic search results. - Sales Navigator Search: Uploading contacts from Sales Navigator search results. - CSV: Uploading a contact database via a CSV file. 🟒 Tip: You will find detailed information about working with the internal CRM system and the import algorithms in these articles: ​[Internal CRM overview] ​[Working with Imports in CRM: A Complete Guide] ​ Step 4. Configuring the details and launching (Launch) The final step is entering the final parameters before the automation actually starts. - Enter a name in the Automation name (1) field. - Optionally, choose a folder in the Folder (2) dropdown menu where this automation will be stored. - Set the priority level in the Priority (3) menu (High, Medium, Low). - Configure the schedule: leave the Use Sender Profile's Schedule toggle on so that the automation runs in sync with the senders' schedules, or turn it off to set a unique schedule. - Click the Finish (4) button. After that, the system will offer two options: launch the automation right now or save it for later. Setup flexibility (Skipping steps) Any of the steps described above can be skipped during the initial creation. Your automation will still be saved successfully in the general list. You can always open its Builder tab at any time later to add contacts, connect the required sender profiles, or finish building the missing logic.

Last updated on Jul 22, 2026

Nodes Overview and Building Automation Logic

When you create an automation from scratch or edit a template, you work in the visual Builder. Every automation has a starting point (Automation Start) and an ending point (End Automation), and between them, a sequence of steps - nodes - is built in a "waterfall" layout. To add a new node, click the + icon on the automation branch. In the modal window that appears, all nodes are split into three main tabs: Outreach, Actions, and Logic. Basic node settings (Wait Period and Task Status) Most nodes have common execution parameters when you add them: - Wait (Delay): You can set a waiting time (in days, hours, or minutes) before the system runs this node's task. The contact first goes through the set delay, and only after that is the task executed. - Execution mode: Tasks in a node can run fully automatically (Automatic) or in manual mode (Manual), which requires a check by the responsible user before sending. 🟒 Tip: Learn how manual tasks work in this article: [Working with Manual Tasks] Outreach tab This block contains the nodes responsible for directly establishing contact, sending messages, and social activity on recipients' profiles. Send Connection Request Send a request to contacts who are not part of your network (first-degree connections). - Optionally add text to your request (Connection note), or leave the text field (1) empty. The maximum message length is set by LinkedIn: up to 200 characters for regular accounts and up to 300 characters for premium profiles. - Optionally use the Insert Variables (2) function to personalize the message, or apply a prepared template with Use Template (3). 🟒 Tip: Keep the Skip note if limit reached (4) toggle enabled. If your profile runs out of the limit on personalized requests, the system will keep sending requests without a note, and the automation will not stop. 🟑 Note: Be sure to use the Wait for Connection trigger right after this node - it initiates a check of your request's status (Connected / Not Connected). Without the trigger, logical errors may occur in the automation. Read more about how triggers work below in this article, in the Wait triggers section. Send Message Send a message to contacts who have already accepted your request. - Add the message text in the text field (1) (maximum message length - 8000 characters). - Use Attach (2) to add files to the message (maximum file size - 20 MB) - Optionally use the Insert Variables (3) function to personalize the message, or apply a prepared template with Use Template (4). - The Send always (5) toggle, when disabled, stops the message from being sent if the contact has already replied. Enable the toggle if the message must be sent regardless of a reply or the Automation paused after reply status. Withdraw Connection Request Withdraw connection requests that have not been accepted. 🟑 Note: This function applies only to requests that have not been accepted. It is not possible to withdraw an already accepted request (that is, to remove a person from your connections). If the request has already been accepted by the time the contact reaches this node, the action will not be executed. Send InMail Send an InMail message (a LinkedIn premium feature for direct messaging). - Add the message subject in the Subject (1) field and the message text in the text field (2). - Use Attach (3) to add files to the message (maximum file size - 20 MB) - Optionally use the Insert Variables (4) function to personalize the message, or apply a prepared template with Use Template (5). - The Send always (6) toggle, when disabled, stops the message from being sent if the contact has already replied. Enable the toggle if the message must be sent regardless of a reply or the Automation paused after reply status. 🟑 Note: InMails are only available for profiles with a LinkedIn premium subscription, or for profiles with the Open Profiles setting. For details on the conditions, logic, and limits, see this article: [InMails: How the Feature Works]. Send Email Send an email in a general automation. - In the Email Type (1) field, choose the recipient's address type: work, personal, or any email - Enable the Send in previous thread (2) toggle to group emails into a single thread 🟑 Note: For the Send in previous thread function to work correctly, the subjects (Subject) in the current and previous email nodes must be identical, with an exact character match. - Add the email subject in the Subject (3) field and the message text in the text field (4). If needed, add formatting elements to the text. - Use Attach (4) to add files to the message (maximum file size - 20 MB) - Optionally use the Insert Variables (5) function to personalize the message, or apply a prepared template with Use Template (6). - The Send always (7) toggle, when disabled, stops the message from being sent if the contact has already replied. Enable the toggle if the message must be sent regardless of a reply or the Automation paused after reply status. Visit Profile View the contact's page to draw their attention. Like Latest Post React to the user's latest post. If the user has no publications, the action will not be executed. Comment Latest Post Leave a comment on the user's latest post. - Add the comment text in the text field (1) (maximum message length - 1250 characters). - Optionally use the Insert Variables (2) function for personalization. 🟑 Note: The Comment Latest Post function only supports pre-written static text with the option to add variables. Automatic AI generation based on the post's content is currently not available. Endorse Skills Automatically endorse skills on the contact's profile. Choose the number of skills to endorse (1 by default). 🟒 Tip: LinkedIn only allows endorsing skills for first-degree connections. Use this node only after the contact has accepted your request, otherwise, it may cause logical errors in the automation. Actions tab The nodes in this tab are designed for automatically managing internal data, changing system attributes in the CRM, and configuring external integrations. Advanced Enrichment Force an out-of-turn update of the contact's data using information from LinkedIn. Read more about how the function works and its related mechanics in this article: [Advanced Enrichment: How to Use]. Find Email Find or verify work email addresses using integrated specialized services. For setup and pricing instructions, see here: [How to Use the Find Email Node in Automations]. Rotate Sender Profile Return the contact to the very beginning of the current automation, force a change of their sender profile and run through the automation sequence again. 🟑 Note: For the Rotate Sender Profile function to work correctly, set the Rotate to a new Sender Profile rule in the Leads distribution model section. Detailed instructions for setting up rotation cycles are available here: [How to Set Up the Rotate Sender Profile Function]. API Call / Custom Webhook Organize the import/export of contact or company data to external resources directly from the automation at a set step. Detailed setup instructions are available in these articles: [How to Setup Webhook Call] [How to Setup API Call] Change Sender Profile Change the current sender profile assigned to the contact and continue the automation for that contact with a different sender profile. Change List Automatically move the contact to another list inside your CRM. Change Pipeline Stage Change the contact's current pipeline stage (status) to another status you define. Add Tag Assign an internal tag to the contact's card. Remove Tag Remove the selected tag from the contact's card. Send to Automation Send the contact to another automation. 🟑 Note: Using this function does not cancel or stop the current automation for the contact. If the sequence of nodes continues after this function, the contact will keep going through them. Logic tab Use the nodes in this category to set up logical delays, run tests, and create conditional branches. A/B Test Split the flow of contacts into several parallel variations (A, B, C, D, etc). You can set any number of variants. 🟑 Note: Technically, this is simply a branching of the scenario into different branches. There are no restrictions on which nodes you can use in different branches: the nodes themselves and their order can differ in each branch. Condition Rules Create a branch in the automation based on the filtering criteria you set. This node checks whether the contact's parameters match the set requirements and directs them to the corresponding branch of the process. Within a single node, you can configure any number of independent rules for precise segmentation and routing of contacts inside the funnel. Time Delay Apply a delay between nodes for a time you specify. End Automation Set the end of an automation branch for contacts who have gone through all the required steps. Setting up action control triggers (Triggers) Triggers are special nodes that check in real time whether a certain action has been taken by the contact (accepting a request or replying to a message) within a set time, and split the automation into two separate branches. Available trigger types: Wait for Connection Used to check whether your connection request has been accepted. This trigger splits the automation into two branches: - Connected - the branch for contacts who accepted the request within the set time. - Not Connected - the branch for contacts who ignored the request during the specified period. In each of these branches, you can continue building your own unique interaction scenario depending on the result. 🟑 Note: You must always place the Wait for Connection node right after the Send Connection Request node. If you do not add it to the sequence, the system will try to execute the following communication nodes (for example, send a message) without checking the request's status, which will lead to a system error. Wait for Reply Used to track feedback from the contact. In the Check reply to field, choose one of two reply detection modes: react only to the message that was sent last (Last reply message), or record any reply within the current conversation history (Any reply message). The trigger automatically splits the funnel into two branches: - Replied - the scenario for contacts who sent you a reply. - No Reply - the scenario for contacts from whom no response was received within the time set in Wait period. General algorithm for setting up a trigger: 1. Setting the check time: In the Wait period (1) field, set the exact number of days, hours, or minutes during which the system will track the contact's action. 2. Setting up a subscenario (Subtasks): Optionally, you can build a separate internal subscenario inside the trigger. To do this, in the Subtasks block, click the Add task (2) button and choose the node you need (Time Delay, Visit Profile, Like / Comment Latest Post, Endorse skill). 🟑 Note: Any tasks inside the subscenario (Subtasks) are automatically cancelled if the contact performs the target action early, before the time set in the trigger runs out. At the moment the target action is recorded, execution of the subscenario stops, and the contact is immediately redirected to the corresponding automation branch.

Last updated on Jul 22, 2026

How to Add and Remove Contacts from an Automation

Grinfi lets you manage the flow of contacts flexibly: you can add and remove contacts in bulk, individually, or using automatic rules. Adding contacts to an automation You can fill your automation with contacts in one of four ways: At the automation creation stage Adding a target audience is one of the basic steps when creating a new automation from scratch or from a template. The system will prompt you to add existing contacts from the CRM or create a separate import. ​ For details on this step, see the article: [Creating a New Automation: Step-by-Step Guide], Step 3. Add Contacts. Adding contacts through the builder You can add contacts to an already saved automation directly from its workspace. 1. Open the automation you need and go to the Builder tab. 2. Above the relevant segment, click the Add Contacts button. 3. In the modal window, use the filters to find the contacts you need, select them, and confirm the addition. 🟑 Note: This method works well if the automation contains several segments, since it lets you add contacts to each segment separately. Applying an Auto Filter You can set up a dynamic rule that adds contacts to a segment automatically. 1. In the Builder tab, click the block of the segment you need. 2. In the window that opens, click the Add filter button. 3. Set the selection criteria (for example, being in a specific list, a certain job title, or a tag). 4. As soon as a new contact that fully matches the specified criteria appears in your CRM, the system will instantly add them to the automation. Bulk adding through the CRM You can send contacts to an automation directly from the CRM, without going into the automation builder. 1. Go to the Contacts section in the CRM. 2. Filter and select the contacts you need. 3. In the top toolbar, expand the Automation menu and select Send to automation. 4. In the modal window, specify the target automation. 🟑 Note: When using this method, all selected contacts will be automatically added to the first segment only (Segment #1). If your automation has several segments and you plan to distribute the contacts differently, use manual adding through the Builder tab. Removing (cancelling) contacts from an automation If you need to stop interacting with certain contacts, the system lets you cancel their participation in the process at any moment. You can do this in several ways: Bulk cancelling through the general CRM The mechanics are exactly the same as for bulk adding: 1. Go to the Contacts section in the CRM. 2. Filter and select the contacts you need. 3. In the toolbar, click Automation and select Remove from automation. 4. Specify the automation you want to remove the selected contacts from. Cancelling through the Contacts tab inside the automation This is the most convenient way to manage participants in bulk within a specific automation. 1. Open the automation and go to the Contacts tab. 2. Use the filters in the table to find the contacts you need. 3. Select them and click the Cancel Contacts button in the top control panel. Targeted cancelling on a specific node If you need to remove only the contacts that are currently waiting for a task to be performed on a specific node: 1. Open the automation in the Builder tab and find the node you need. 2. Click the clickable number next to the In progress status. 3. The modal window that appears will show a list of all contacts at this stage. Select the profiles you need and click the Cancel button. Individual cancelling in the contact card If you're reviewing the history of an individual contact and decide to stop their progress individually: 1. Open this contact's card. 2. In the workspace, go to the Automations tab. 3. Find the automation you need (in the Active block). 4. Click the three-dot icon (...) next to the name and select Cancel automation.

Last updated on Jul 22, 2026

How to Set the Contact Distribution Method in an Automation

When setting up an automation, you can control exactly how new contacts will be distributed among the connected sender profiles. The system offers four different routing models for flexible workload management. Where the distribution setting is located Leads distribution model is selected directly in the sender profile management window. You can do this in two cases: 1. When creating a new automation: At the step-by-step build stage (Step 2: Add Sender Profiles). 2. In an existing automation: Open the automation, go to the Builder tab, and click the Default Sender Profiles block to change the current settings for future contacts. Available distribution models In the settings window, you have 4 contact distribution options available: - Fair Balance Rotation (Default): The system distributes contacts evenly among all connected profiles. If you add 2 new profiles to an active automation with 10 senders, all new contacts will be assigned exclusively to the new profiles until the total number of assigned contacts reaches equal values for all profiles. - Rotate to a new Sender profile: The contact will be linked to the profile it has not had any interaction with before. The system automatically analyzes the history and selects a profile with no previous touches. 🟑 Note: If no such profiles are found (all senders have already interacted with this contact), the contact gets the Failed status and exits the automation. - Prioritize Profiles with prior engagement: The system assigns the contact a sender profile it has already had previous interaction with. If there are several such profiles, the contact is assigned to the sender that interacted with it last. - Random Rotation: Contacts are distributed among senders completely at random, without taking balance, workload, or previous communication history into account.

Last updated on Jul 22, 2026

Fixing Common Mistakes When Building Automation Logic

When an automation is running, you may run into situations where contacts don't move through the funnel, get error statuses, or don't pause after a reply. This is usually caused by mistakes made while building the automation. In this article, we'll go through the most common logic mismatches and the steps to resolve them. After the connection request was sent, all contacts got the Failed status Possible cause The Wait for Connection trigger is not set 🟑 Note: After the Send connection request node, you must always add the Wait for connection trigger. It lets the system monitor the request status for a set period of time and distribute contacts into the appropriate automation branches. Consequence If this trigger is missing, the system immediately tries to send the next message to a contact who hasn't accepted the request yet. An error occurs, and contacts on the message node get the Failed status. Solution 1. Add the Wait for connection trigger right after the Send connection request node. 2. Under the Not connected branch, make sure to add the End automation node that finishes the automation. 3. After that, restart the contacts on the message node that ended up with the error status: click the number next to the Failed status, select all contacts in the modal window, and click the Restart from top button. The contact accepted the request, but no messages are being sent Possible cause The waiting time in the trigger is too short 🟑 Note: In the Wait for connection trigger settings, you specify the number of days you're willing to wait for the request to be accepted. Sometimes users set a limit that is too short (for example, 1 day). Consequence If the waiting time runs out and the contact still hasn't accepted the request, the system sends them to the Not connected branch. Even if they accept the request later, the system will no longer be able to move them back to the Connected branch and into the message sequence on its own. 🟒 Tip: We recommend setting a longer time period in the trigger to increase the chances of the request being accepted. Statistically, most requests are accepted within the first 14 days - so you can set the same waiting time in the trigger. Solution If contacts have already ended up in the Not connected branch because of a too short time period, you can bring them back into the process. 1. Increase the waiting time in the Wait for connection trigger. 2. When saving the settings, make sure to select the option to apply the changes to existing contacts (Apply updates). 3. On the node where the contacts are currently sitting in the Not connected branch, click the number next to the In progress status. 4. In the modal window, select all contacts and click Restart from top. 🟑 Note: Before you restart (Restart from top), make sure to check which node the contact is currently on. The Not connected branch may also contain communication nodes (for example, sending an Email or InMail) that the contact has already passed, and in such cases a restart may not be appropriate. 5. The contacts will move back to the start of the automation. The Send Connection Request node will be skipped (since the request has already been sent), and the contacts will end up on the waiting trigger again, but now with more time available. Contacts are stuck with the "In progress" status and don't perform tasks Possible cause The manual task execution type is set 🟑 Note: By default, communication and contact interaction nodes have the automatic task execution type set. Users can accidentally switch it to manual mode. Consequence Such tasks won't be performed by the system on its own. They will appear in the manual tasks menu, and you'll have to perform the task yourself and then confirm that it's done β€” otherwise the contact won't move to the next node. Solution To change the task execution type, open the node settings, select the Automatically mode, and save the changes. 🟑 Note: Please note that the new node settings won't apply to tasks that already have the manual status. You need to perform these tasks and mark them as completed manually. For details on handling manual tasks, read the article: [Working with Manual Tasks]. The automation doesn't stop after a reply Possible cause The "Send always" toggle is enabled on the communication nodes (Send Message, Send Email, Send InMail) Consequence The enabled Send Always feature makes the system send the message in any case, regardless of whether there's a reply or the "Automation paused after reply" status. Solution If you enabled this toggle by mistake and want the system to react to replies correctly again: 1. Turn off the toggle in the node settings. 2. When saving the settings, make sure to select the option to apply the changes to existing contacts (Apply updates).

Last updated on Jul 22, 2026

Editing a Saved Automation: What You Need to Know

When editing an automation that is already running, it is important to understand that certain categories of changes can affect its algorithm and lead to system errors. Below are the main rules and consequences of editing active processes. The main operating principle: the "Waterfall" The way any automation works in the system is based on the waterfall principle. - The contact starts moving from the highest point (from the segment) and gradually goes down, performing tasks in the set order. - If a contact has already passed a certain node and moved lower, no changes or new nodes added above their current position will affect them. Adding a Sender Profile If you add a new sender profile to an automation that is already running, the distribution algorithm will depend on the status of the contacts: - For new contacts: All contacts added to the automation after the new sender is attached will automatically be distributed among all available profiles. - For current contacts: Contacts that were uploaded earlier will remain assigned to their old senders. How to redistribute current contacts to a new profile: 1. In the sender settings block, choose the Random Rotation distribution type. 2. Choose the node you want to start the redistribution from. 3. Click the number next to the In progress status, select the required contacts, and apply the Restart from top function. 🟑 Note: We recommend redistributing only those contacts for which the key actions have not been performed yet. Do not restart from the start contacts that have already passed the Send Connection Request or Send Message node, to avoid duplicate communication. Deleting a Sender Profile If you delete a sender profile from an active automation, the system will ask how exactly to handle its current active tasks and will offer three options to choose from: - Do nothing, I want this tasks to be active: The current contacts already assigned to this sender will keep working, and all tasks scheduled for them will be performed. New contacts will no longer be distributed to this profile. - Cancel all active tasks: All tasks scheduled within this automation for the contacts assigned to this profile are cancelled immediately, and their further movement stops. - Restart this Automation for contacts: Contacts that were assigned to the deleted profile will automatically be moved to the very beginning (to the segment) and restarted. The system will distribute them among the other available senders in this automation. Adding and editing nodes Given the waterfall principle, contacts that have already moved deeper into the automation will ignore a new node if it is added above their current stage. At the same time, all new contacts that enter the process later will definitely pass through this new node. Deleting nodes Deleting nodes in an active process requires caution, as it directly affects the contacts currently in progress. Since the system node the contacts were tied to disappears, they lose their bearings. Contacts with the In progress status in this node will have it changed to Canceled or Failed, and they completely stop their further movement through the algorithm. Solution Before deleting a node, make sure all contacts have finished performing tasks on it. For contacts with the In Progress status: - Click the clickable number next to the status. - In the modal window, select all contacts. - Click Skip to move the contacts to the next node. - Wait 3-5 min for the move to complete. - Refresh the page and make sure no contacts are left in the In Progress status, then delete the node.

Last updated on Jul 22, 2026

Automation Node Statuses Overview

Every node in your automation has special indicators that show the processing state of the added contacts in real time. The system has two fundamentally different types of statuses: global contact statuses (found only on the starting Segment node) and local task statuses (found on all other nodes). Global contact statuses (Segment node) The Segment node tracks the overall lifecycle of the contacts in the automation. The segment shows the following contact statuses: - Ready: The profiles have been fully processed by the system and are ready for interaction. As soon as you launch the automation, the contacts will start performing tasks. - Waiting Enrichment: The system is still working on collecting or updating data for these contacts. Depending on the size of your database, background enrichment can take up to 48 hours. As soon as enrichment is complete, the contacts will automatically change status and start performing tasks. - In Progress: The contacts are being processed right now and are performing tasks. - Finished: The contacts have successfully gone through the entire automation sequence and reached the end. - Canceled: The automation was canceled for these contacts. - Failed: An error occurred on a specific node that completely blocked the contacts from moving further. 🟑 Note: All the numbers next to the statuses in the Segment node are clickable. Click a number, and you'll instantly go to the internal CRM system, where a filtered list of contacts with exactly that status will open. Local task statuses Unlike the segment, all communication and logic nodes show the execution status of a specific task. This lets you monitor the process precisely. The system uses the following task indicators: - In Progress: The task has been created successfully and is waiting to be executed. - Delegated: The task has been passed to the queue on the platform's servers. If this status doesn't change for several hours, we recommend contacting support. - Completed: The scheduled task was executed successfully. - Skipped: The task was skipped. When a task is skipped, the contacts automatically move on to the next node. - Canceled: Execution of the task was canceled. When a task is canceled, the contacts stop performing actions and don't move on to the next nodes. - Failed: A system or logic error occurred while trying to execute the task. 🟑 Note: Clicking the status number in a regular node opens a special modal window. There you can review key details, such as dates and error reasons, as well as restart or cancel tasks in bulk.

Last updated on Jul 22, 2026

Managing Automation Tasks and Restarting Contacts

In the visual automation builder, you have full control over how each contact moves. If a contact runs into an error or you need to change the course of their movement, you can manage their tasks directly from a specific node. How to open the task management menu The management functionality becomes available through a special modal window. To open it: 1. Find the node you need in the automation. 2. Click the clickable number next to the status (for example, In progress, Failed, or Canceled). 3. In the modal window that appears, you'll see detailed statistics: dates, task status, error reasons, the sender profiles that performed the task, and the list of contacts themselves. 🟑 Note: The action buttons in the modal window stay inactive until you tick one or more contacts in the list. Also note that you can't open the restart menu from the starting segment node (the very first node in the automation, numbered #1). Contact actions and what they do Once you've selected contacts in the modal window, you can apply one of four actions to them: - Cancel: Completely stops execution of the current task and cancels further participation of the selected contacts in this automation (applies to contacts with the In progress status). - Skip: Skips the current node without executing the task and instantly moves the contacts to the next node in the chain (applies to contacts with the In progress status). - Restart on this Node: Re-runs the task for the contacts on the current node (applies to contacts with the Failed or Canceled status). If a contact has the In Progress status, you must first apply the Cancel action, refresh the page, and only then perform a restart on the specified node. - Restart from Top: Cancels the current task and redirects the contacts to the very beginning of the automation (to the first node after the segment). Applies to the Failed, Canceled, and In progress statuses. System limitations of the restart function - Restart actions are available only for contacts with the In progress, Failed, and Canceled statuses. - For contacts that have already successfully passed the node (the Completed or Skipped statuses), the restart function isn't available on that same node. - If a contact has finished the automation (reached the end and has the Completed status on the End Automation node), the only way to bring them back into work is the Restart from Top function.

Last updated on Jul 22, 2026

Everything You Need to Know About the "Paused after reply" Status

Grinfi has a built-in mechanism that automatically pauses outreach when a contact responds (on LinkedIn or via Email) while an automation is running. The algorithm assigns them the "Automation paused after reply" status. How the pause works The main purpose of this status is to prevent template messages from being sent to a contact with whom a live conversation has already started. - Communication is blocked: The pause status freezes only communication nodes (Send Message, Send Email, Send InMail). - Other actions continue: The contact keeps moving through the funnel and performing other (non-communication) actions without interruption (for example, Visit Profile, Like Latest Post, Add Tag, etc.) until they reach the nearest communication node, where their movement is stopped. - The status works globally: This status applies to the contact globally. It covers all currently active automations the profile is in, as well as any future automations they are added to, until the status is removed manually. - Where it's shown: The status indicator appears on the contact card in the right-hand information panel, and also in the Messenger section. An exception to the rule: the "Send Always" function The one exception that lets the system ignore the pause status is the Send Always toggle enabled in the settings of a specific communication node. If this toggle is enabled in the Send Message, Send Email, or Send InMail nodes when building the automation, the message will be sent regardless of whether the contact has the pause status. How to take a contact off pause (Unpause) Once you receive a reply from a contact, further communication switches to manual mode. If you need to return the contact to automated outreach, you have to take them off pause. 🟒 Tip: Before taking a contact off pause, open the contact card and go to the Automations tab. Make sure the contact isn't in any unnecessary or irrelevant automations. If needed, cancel their participation in those to avoid sending unwanted messages. How to remove the pause status: 1. Open the card of the relevant contact or go to your conversation with them in the Messenger section. 2. In the right-hand information panel, find the orange "Automation paused after reply" indicator. 3. Hover over this indicator (a window with the Unpause Automations button will expand). 4. Click the button to confirm the action. 5. The contact's movement through the funnel will resume from the point (the communication node) where it was paused.

Last updated on Jul 22, 2026

Advanced Enrichment: How to Use

The Advanced Enrichment node in the Grinfi automation builder is a tool for the on-demand update and actualization of contact data using information directly from LinkedIn. It ensures that before executing a critical step (such as generating a personalized message), the system finds and utilizes the most up-to-date information about the contact. ⚠️ Important: Feature Availability and Pricing The Advanced Enrichment feature is available exclusively in the new subscription formats introduced on April 28, 2026. If you purchased your subscription before this date and have not switched to a new plan, this functionality will be unavailable. To gain access, you need to upgrade your subscription. - View new pricing plans - Go to the billing management page 🟑 Note: The Advanced Enrichment node is billed using internal credits. Each successful enrichment consumes 1 credit from your balance (the number of credits depends on your current subscription plan). If you run out of credits, the node will stop functioning. How Default Data Enrichment Works To better understand the value of this node, it is important to know how the platform processes data by default when importing contacts: 1. When a new contact is uploaded to Grinfi, the platform automatically checks whether it already exists in the internal database. 2. Instant data retrieval: If the contact is found and its last enrichment occurred less than 3 months ago, the information is instantly pulled from the database. 3. Re-enrichment: If the contact is found but its data hasn't been updated for more than 3 months, the system places it in a queue for a new enrichment to refresh the info. 4. If the contact is entirely new and not in the database, it is placed in the enrichment queue. 5. Depending on the load and queue size, the actual enrichment process (not from the database) can take from a few hours to several days. The Advanced Enrichment function is designed specifically to eliminate the possibility of using potentially outdated data. It forces the system to ignore the database and update information directly while the automation is running. Advanced Enrichment Node Configuration In the node configuration menu, two operating modes are available: Enrich all contacts (1): If this checkbox is selected, the system will force the enrichment process for every contact that reaches this node, regardless of when their data was last updated. This guarantees 100% data relevance but consumes the most credits. Filter by last enrichment date (2): A smart mode that allows you to update only outdated profiles, helping you save credits. - In the Only enrich if older than (3) dropdown list, set a time limit for the last update. - If a contact was enriched more recently than the specified timeframe, the system will pass them through, assigning a Skipped status to the node. If the data is older, the contact will be sent for priority enrichment. ⚠️ Note: If a contact is sent for an update via the Advanced Enrichment node, its progress through the automation will be temporarily paused. The contact will remain at this node until the data collection is fully completed, and only then will it proceed to the next step of your automation.

Last updated on Jul 22, 2026

InMails: How the Feature Works

InMails are a premium format of personal messages on LinkedIn that lets you reach any LinkedIn contact directly, even if they are not a first-degree connection. InMail limits and credits Sending these messages is mostly available from profiles with an active LinkedIn Premium subscription. However, the feature is also partially available for basic free accounts. 🟒 Tip: The platform works most reliably and safely with senders that have a Sales Navigator subscription. The number of credits available per month depends directly on your LinkedIn plan: - Premium Career: ~ 5 credits. - Premium Business: ~ 15 credits. - Recruiter Lite: ~ 30 credits. - Sales Navigator: ~ 50 credits (unused credits can roll over, up to a maximum of ~150). - Basic (Free profile): From ~ 5 to 15 credits (you can only send to contacts with Open Profile status). How to send an InMail through Grinfi You can use premium messages in two main ways: as part of a bulk automation and for one-to-one communication. Through an automation (Bulk sending) - In the Builder workspace, click the add new node icon (1). - Select the Send InMail communication node. - Add the subject line in the Subject (2) field and the message text in the text field (3). - Use Attach (4) to add files to the message (maximum file size - 20 MB) - Optionally, use Insert Variables (5) to personalize the message, or apply a template you prepared in advance with Use Template (6). - The Send always (7) toggle, when switched off, stops the message from being sent if the contact has already replied. Turn the toggle on if the message must be sent regardless of a reply or of the Automation paused after reply status. 🟒 Tip: Plan your algorithm so that you spend credits wisely. The best practice is to send InMails only to contacts who ignored your connection request and ended up in the Not Connected branch (after the Wait for Connection trigger). Before the Send InMail node, be sure to add a Condition Rules logic node and set a condition for having an **Open Profile (**required if your profile does not have a Premium subscription, optional in other cases). Send InMails exclusively down this branch (Rule #1) to optimize your credit usage. Through Messenger (Individual sending) If you are running one-to-one communication, you can send an InMail straight from the conversation window. 1. Open the Messenger section and select the conversation with the contact you need. 2. Above the message input field, click the channel selector. 3. Select InMail from the list. 4. Enter the message subject and text, and send it to the contact.

Last updated on Jul 22, 2026

How to Set Up the Rotate Sender Profile Function

The Rotate Sender Profile node lets you automatically change the sender profile for a specific contact and return them to the very beginning of the automation (following a closed-loop principle) so that they go through the same scenario again. Differences from other sender-changing nodes It is important to understand the difference between this node and similar functional blocks: - Change Sender Profile: Changes the sender, but requires building a completely new logic branch directly under this node. - Send to Automation: Sends the contact to another automation where its own separate algorithm is configured. Using this function does not cancel or stop the current automation for the contact. If the branch continues directly under this node, the contact will keep performing the next tasks in parallel. - Rotate Sender Profile: Changes the sender and forcibly returns the contact to the start of the current automation, making them repeat an identical chain of actions (for example, trying to send a connection request again, but this time on behalf of a different colleague's profile). Preparing for setup For the node to work correctly, you need to configure the right algorithm when creating the automation. In the Default Sender Profiles settings block, be sure to set the Rotate to a new Sender Profile distribution method. This is the only condition that guarantees the system will pick a new sender profile on each subsequent rotation, eliminating the risk of reaching out from a previously used profile. Configuring the Rotate Sender Profile node To set up rotation, add the Rotate Sender Profile node at the required place in your automation and fill in its parameters in the side panel: 1. Segment: Select from the list the segment of the current automation the system should return (restart) the contact to. 2. Sender Profile (Optional): You can force a specific sender profile that the contact will be moved to. You can choose any available profile, even if it is not connected to this automation. - If you leave the field empty, the system will choose a sender itself among the profiles connected to the segment you selected. 3. Add Rotation: Set the number of rotation loops. For example, if you add 3 rotations, the node will return the contact to the start of the automation with a sender change exactly 3 times. 🟒 Tip: The best practice is to set the number of rotation loops to 1 less than the total number of sender profiles in the automation. Since the first profile is assigned to the contact by default right at the start, all the others will be connected precisely through rotation. This way, all connected senders are guaranteed to try to reach the lead (provided the contact reaches the branch of the scenario where this node is placed). 🟑 Note: If the specified number of rotations exceeds the number of available unique profiles (with the Rotate to a new Sender Profile distribution method set), the contact will get the Failed status at the moment the system runs out of "new" sender profiles to interact with. How contacts move after rotation If you continue building an automation branch under the Rotate Sender Profile node (for example, adding a Withdraw Connection Request node), keep an important rule in mind: - The contact will move down to the next node under the rotation only after completing all configured rotation loops. - This next action (for example, withdrawing the request) will be performed on behalf of the sender profile that was assigned on the last rotation loop.

Last updated on Jul 22, 2026

How to Setup API Call

The API Call feature allows you to seamlessly import/export data about contacts or companies to external resources at any stage of the automation. Step 1: Configure API Call Accounts Create your authorization credentials. - Navigate to API Call Accounts in the settings section (1). - Click Add API call account (2). In the modal window, configure the following: - Connection name (3): enter a name for this connection. - Auth type (4): choose the method required by your service and enter the required data: There are 3 Auth types: | Auth Type | Required Data | | ---------------- | ----------------------- | | API Key | Key name, Value, Add to | | Bearer token | Token | | Basic auth | Username, Password | - Click Create (5). Step 2: Adding the API Call to the Sequence 1. Open the automation builder. 2. Add the API Call node at the desired point in your workflow. Step 3: API Call Settings 1. Basic Configuration - API call (headers) account (1): Select your saved authorization profile. - Method (2): Choose the HTTP method. - Endpoint (3): Enter the external API URL. Use the { } Insert variables (4) button to include dynamic data. - Test API Call (5): Test the API Call setup. 2. Data Transmission (Optional) - Body (1): If you are using POST, PUT, or PATCH methods, you can define the request body here. - Query parameters (2): Query string parameters, provided as Key/Value pairs. - Headers (3): Add any additional HTTP headers required. 3. Advanced Settings At the bottom of the panel, find important stability settings: - Timeout (1): Server response wait time (default is 30s). - Auto retry on errors (2): Enable this toggle to allow the system to automatically retry the request in case of temporary failures (network errors, rate limits, or 5xx server errors). - Remove Empty Values (3): Enable this toggle to automatically exclude empty, null, or undefined values from the request. This helps protect your data from being accidentally overwritten with empty strings.

Last updated on Jul 22, 2026