Auto-send welcome messages to Vtiger CRM leads via Evolution API WhatsApp

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Important notice

This workflow is provided as-is. Please review and test before using in production.

1. Workflow Overview

One of My Best! Send WhatsApp Greetings to New Vtiger Leads Automatically ️ This Workflow Requires a Community Nodes and a Self Hosted n8n Instance This template uses two custom communit...

Best for

Lead Nurturing automation workflows
intermediate n8n builders looking for reusable templates

Tools used

n8n-nodes-base.scheduletrigger, n8n-nodes-base.if, n8n-nodes-base.noop, n8n-nodes-evolution-api.evolutionapi, n8n-nodes-vtiger-crm.vtigernode, n8n-nodes-base.stickynote

Source and attribution

This workflow is cataloged by N8N Workflows and links back to its original n8n.io source page by Ahmed Saadawi.

Original n8n.io source

1.1 Workflow description

Title: Auto-send welcome messages to Vtiger CRM leads via Evolution API WhatsApp
Workflow name: Auto-send welcome messages to Vtiger CRM leads via Evolution API WhatsApp

One of My Best! Send WhatsApp Greetings to New Vtiger Leads Automatically 💪😍

⚠️ This Workflow Requires a Community Nodes and a Self-Hosted n8n Instance

> This template uses two custom community nodes: > * n8n-nodes-vtiger-crm > * n8n-nodes-evolution-api > You must be running self-hosted n8n with Community Nodes enabled.

🔧 How to Install Community Nodes

Go to Settings → Community Nodes
Click Install Node
Add:

n8n-nodes-vtiger-crm
n8n-nodes-evolution-api

Restart n8n if prompted.

💬 Auto-Send WhatsApp Welcome Messages to New Leads in Vtiger CRM

Overview

This workflow sends a personalized WhatsApp welcome message to newly created leads in Vtiger CRM — using Evolution API — and updates the CRM record to ensure the message isn’t sent again.

It’s ideal for teams that want to greet new leads instantly, reduce manual effort, and automate the first touchpoint of the sales process.

🔄 What This Workflow Does

⏱ Runs every 1 minute via schedule trigger
📥 Fetches the latest uncontacted lead from Vtiger (cf_1090 != 1)
💬 Sends a personalized WhatsApp message using Evolution API
✅ Marks the lead as “messaged” by updating a custom field

📸 Visual Preview

🧩 Workflow Canvas

> Full layout of the automation flow in n8n

💬 Evolution API Server

> Example of the greeting message the lead receives:

Hi Ahmed Saadawi 😊,

We have received your interest with our services and we will contact you soon.

Have a nice day 🙏💐

🛠️ Setup Instructions

1. Vtiger CRM Setup

Add a custom field (e.g. cf_1090) to track if a message was already sent
Ensure lead records contain:
- firstname, lastname, phone
Connect your Vtiger CRM API credentials

2. Evolution API Setup

Install or connect to your Evolution API instance
Configure:
- instanceName
- remoteJid (from Vtiger lead phone)
- Message template (edit as needed)
Add your Evolution API credentials

3. Customize Message

Edit the message in the Evolution node to match your brand’s tone.

👥 Who Is This For?

Sales teams needing instant CRM-to-WhatsApp follow-ups
Companies automating first contact with leads
Vtiger CRM users looking for WhatsApp engagement tools

🔐 Credentials Required

✅ Vtiger CRM API
✅ Evolution API (self-hosted or SaaS)

🏷 Tags

vtiger, whatsapp automation, evolution api, crm follow-up, sales automation, welcome message,
crm whatsapp integration, lead onboarding, no-code automation, n8n template, self-hosted n8n,
vtiger crm automation, community nodes, whatsapp message workflow

1.2 Logical Blocks

This catalog entry is organized from the workflow JSON. The node-level section below shows the executable blocks available for review before importing the template.

2. Block-by-Block Analysis

Block 1 - Schedule Trigger Every n Minutes

Type / Role: n8n-nodes-base.scheduleTrigger - scheduleTrigger
Config choices: Version 1.2

Block 2 - If there's a data returned

Type / Role: n8n-nodes-base.if - if
Config choices: Version 2.2

Block 3 - No Operation, do nothing

Type / Role: n8n-nodes-base.noOp - noOp
Config choices: Version 1

Block 4 - Enviar texto

Type / Role: n8n-nodes-evolution-api.evolutionApi - evolutionApi
Config choices: Version 1

Block 5 - VtigerCRM get Latest Lead

Type / Role: n8n-nodes-vtiger-crm.vtigerNode - vtigerNode
Config choices: Version 1

Block 6 - VtigerCRM Update Lead to Mark as Whatsapp Sent

Type / Role: n8n-nodes-vtiger-crm.vtigerNode - vtigerNode
Config choices: Version 1

Block 7 - Sticky Note

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

3. Summary Table

Workflow	Auto-send welcome messages to Vtiger CRM leads via Evolution API WhatsApp
Complexity	intermediate
Nodes	7
Categories	Lead Nurturing
Author	Ahmed Saadawi
Published	26 Jul 2025

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

Use the JSON export at /data/workflows/6502/6502.json as the source template for this automation.
2. Import the template into n8n

Open n8n, import the downloaded JSON, and review each node before activating the workflow.
3. Configure credentials and variables

Replace placeholder credentials, API keys, webhook URLs, account IDs, and environment-specific values with your own settings.
4. Test with sample data

Run the workflow manually or in a staging workspace, inspect node output, and confirm downstream systems receive the expected data.
5. Activate and monitor

Enable the workflow only after testing, then monitor executions, errors, and rate limits during the first production runs.

5. General Notes & Resources

Review imported nodes carefully before activation. This catalog entry is intended to help you inspect the workflow structure, understand required services, and find related templates faster.

Node names, credentials, schedules, webhook paths, and external service limits may need adjustment for your workspace.

Download workflow JSON Original n8n.io source Lead Nurturing workflows

Frequently asked questions

What does Auto-send welcome messages to Vtiger CRM leads via Evolution API WhatsApp do?

One of My Best! Send WhatsApp Greetings to New Vtiger Leads Automatically ️ This Workflow Requires a Community Nodes and a Self Hosted n8n Instance This template uses two custom communit...

What do I need before importing this workflow?

Review the workflow JSON, configure any required credentials in n8n, and test the automation in a safe workspace before using it in production.

Can I customize this workflow?

Yes. Use the block-by-block analysis and the downloadable JSON to inspect each node, then adjust credentials, prompts, schedules, filters, or destinations for your Lead Nurturing use case.

Ahmed Saadawi

7 workflows

Nodes

n8n-nodes-base.scheduletrigger n8n-nodes-base.if n8n-nodes-base.noop n8n-nodes-evolution-api.evolutionapi n8n-nodes-vtiger-crm.vtigernode n8n-nodes-base.stickynote

Complexity

intermediate

Published 26 Jul 2025

Likes 0

View on n8n.io Download Workflow

Install path: /data/workflows/6502/6502.json

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Auto-send welcome messages to Vtiger CRM leads via Evolution API WhatsApp

Workflow preview

Important notice

1. Workflow Overview

Best for

Tools used

Source and attribution

1.1 Workflow description

One of My Best! Send WhatsApp Greetings to New Vtiger Leads Automatically 💪😍

⚠️ This Workflow Requires a Community Nodes and a Self-Hosted n8n Instance

🔧 How to Install Community Nodes

💬 Auto-Send WhatsApp Welcome Messages to New Leads in Vtiger CRM

Overview

🔄 What This Workflow Does

📸 Visual Preview

🧩 Workflow Canvas

💬 Evolution API Server

🛠️ Setup Instructions

1. Vtiger CRM Setup

2. Evolution API Setup

3. Customize Message

👥 Who Is This For?

🔐 Credentials Required

🏷 Tags

1.2 Logical Blocks

2. Block-by-Block Analysis

Block 1 - Schedule Trigger Every n Minutes

Block 2 - If there's a data returned

Block 3 - No Operation, do nothing

Block 4 - Enviar texto

Block 5 - VtigerCRM get Latest Lead

Block 6 - VtigerCRM Update Lead to Mark as Whatsapp Sent

Block 7 - Sticky Note

3. Summary Table

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

2. Import the template into n8n

3. Configure credentials and variables

4. Test with sample data

5. Activate and monitor

5. General Notes & Resources

Frequently asked questions