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

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2/3/2026

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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

EvolutionAPI server.jpeg

> 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

n8n Core Workflow Template

This n8n workflow serves as a basic template, demonstrating the use of core n8n nodes for scheduling and conditional logic. It's a foundational structure that can be expanded upon for various automation tasks.

What it does

This workflow outlines a simple scheduled process that includes a conditional check:

Triggers on a Schedule: The workflow starts at predefined intervals (e.g., daily, hourly, or custom cron schedule).
Conditional Logic: It then processes data through an "If" node, allowing for branching logic based on specific conditions.
No Operation (Placeholder): A "No Operation" node is included, which acts as a placeholder for future actions, doing nothing by default.
Documentation: A "Sticky Note" is present for adding comments or explanations within the workflow itself.

Prerequisites/Requirements

An active n8n instance.

Setup/Usage

Import the workflow:
- Copy the JSON content of this workflow.
- In your n8n instance, click on "Workflows" in the left sidebar.
- Click "New" -> "Import from JSON".
- Paste the JSON and click "Import".
Configure the Schedule Trigger:
- Click on the "Schedule Trigger" node.
- Set your desired interval or cron expression for when the workflow should run.
Configure the If Node:
- Click on the "If" node.
- Define the conditions based on your specific requirements. The "If" node will route data to its TRUE or FALSE branches accordingly.
Expand Functionality:
- Replace the "No Operation, do nothing" node with actual nodes to perform actions (e.g., send emails, update databases, call APIs) based on the "If" node's output.
- Utilize the "Sticky Note" to add relevant documentation or reminders for future modifications.
Activate the workflow: Once configured, activate the workflow by toggling the "Active" switch in the top right corner of the workflow editor.

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