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Build your first Workflow

Step-by-step guide to building your first Workflow in Flowla - from picking a trigger to adding actions and going live.

Delia Barbat avatar
Written by Delia Barbat
Updated over 2 weeks ago

📘 TL;DR

Workflows automate the steps you repeat every day, like sending follow-ups, unlocking rooms, or notifying your team. In just a few clicks, you can build your first Flowla workflow and start scaling without the manual work.

In this guide, you’ll build a simple, automated workflow that:

  • Listens for a trigger (like a form submission or deal stage change)

  • Runs one or more actions (like sending an email, adding content to a room, or posting to Slack)

  • Optionally adds an AI Agent to generate content for you


Before You Start: Make Sure Integrations Are Live

If your workflow uses:

  • A CRM trigger (e.g. HubSpot or Salesforce)

  • An email action (e.g. Gmail or Outlook)

  • Or pulls data from call transcripts

You’ll need to connect those integrations first.
Go to Settings → Integrations in Flowla and follow the setup instructions.


Step 1: Choose a Trigger

Start in the Workflow Builder and click “Select a Trigger.”
This defines what event will activate your workflow.

Some common trigger examples:

  • A room is viewed

  • A form is submitted

  • A deal changes stage in HubSpot or Salesforce

  • A webhook fires from another app

You can add a scope to narrow it down:
→ e.g. “Only run this workflow when a deal moves to ‘Discovery held”
​


Step 2: Add an Action

Click the + icon to add your first action.
Actions define what happens once the workflow is triggered.

For example:

  • Send an email

  • Create a new room from a template

  • Push or pull CRM data (HubSpot, Salesforce)

  • Notify your team in Slack

Each action can also include conditions - rules for when it should run.
​


Step 3: Add an AI Agent (Optional)

If you want Flowla to generate personalized content for you, drop in an AI Agent before your action.

For example:

  • Use the Email Composer Agent to draft a follow-up or a nudging email

  • Use the Summarizer Agent to turn form answers into key takeaways

  • Use the Business Case Agent to generate tailored messaging from transcripts

Each Agent supports custom prompts, so you can guide the output.
Example: “Compose a nudging email for the contact who did not view room that they are invited to”


Step 4: Save, Test, and Activate

Once your workflow is ready:

  1. Give it a clear name

  2. Click Save

  3. Run a test inside a room or connected CRM deal

  4. Once you’re confident, click Activate

💡 You can always come back and edit it later.


Step 5: Review the output before it goes live

If your action involves AI-generated content (like an email), you can enable the “Add to queue for review” toggle.
That way, the content will be added to your Smart Queue for final approval before anything gets sent or published.

Smart Queue is where you'll see all your pending workflow drafts: follow-ups, summaries, business cases, and more.
Spend just a few minutes each morning reviewing and sending what matters, all without writing from scratch.

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