Run a workflow over many records

Most bulk automation in GTM Engine is a workflow run repeated over a set of records. This guide shows how to select records, launch the workflow, monitor the batch, and rerun failures.

What You'll Build

A bulk workflow run that processes multiple accounts, contacts, or opportunities with the same published workflow.

When to Use This

Use this when you want to:

• Enrich a list of accounts or contacts.
• Generate AI summaries for multiple records.
• Update the same field across a filtered set.
• Score a group of opportunities or accounts.
• Run a workflow created from a recommended automation.

Estimated time: 10-20 minutes.

Concepts used: Workflows, Tasks, Variables, Automation Library.

Prerequisites

• A published workflow with a record id input, such as account_id, contact_id, opportunity_id, or record_id.
• A filtered list of records you want to process.
• A clear understanding of any side effects the workflow performs.

1. Prepare the Workflow

Before running a workflow over many records, confirm:

• The workflow is published.
• The workflow accepts one record id per run.
• Required inputs are easy to map from the selected record.
• Side-effect tasks are intentional.
• A manual test on one record succeeds.

If the workflow updates records, sends messages, publishes content, or enrolls contacts in another tool, test with one safe record first.

2. Select the Records

Open the relevant record list, such as Records → Accounts, Records → Contacts, or Records → Opportunities.

Filter to the exact set you want to process. Useful filters include:

• Stage or forecast category.
• Created date.
• Owner.
• Tags.
• Import batch.
• Missing field values.
• Enrichment status.

Select the records you want to process.

3. Run the Workflow

Use the record action menu and choose Run Workflow.

Pick the published workflow. The run dialog shows workflow details so you can confirm you selected the correct one before starting.

Map the selected record id to the workflow's required input. For example:

• inputs.account_id for accounts.
• inputs.contact_id for contacts.
• inputs.opportunity_id for opportunities.

Start the run.

4. Track the Batch

After the run starts, open Batch History from the sidebar.

Batch History shows:

• Batch status.
• Total records.
• Completed, failed, and pending counts.
• Workflow name.
• Record type.
• Triggered-by user.
• Date range.
• View and Rerun failed actions.

Open the batch to inspect individual failed items.

5. Rerun Failures

If some records fail:

1. Open the failed item.
2. Identify the first failed step.
3. Fix the workflow draft.
4. Publish the fix if the batch rerun should use it.
5. Use Rerun failed from Batch History.

Do not rerun blindly if the workflow has side-effect tasks. Confirm whether the side effect already happened for records that partially completed.

Success Check

You are done when:

• Batch History shows the batch completed.
• Failed items are zero or understood.
• The expected fields, outputs, or side effects are visible on processed records.
• Any rerun used the intended published workflow version.

Common Pitfalls

• Running on too broad a filter.
• Forgetting to test one record first.
• Rerunning side-effect tasks without checking partial completion.
• Changing a workflow draft but not publishing before rerunning.
• Using the wrong input name for the selected record type.

Next Steps

• Debug a failed workflow run
• Import and enrich a list of prospects
• Build an outbound prospecting workflow