Workflow Setup

What workflow setup includes

In the current product, workflow setup is more than just naming a flow. It includes defining the step sequence, connecting the correct resources for each step, and configuring execution behavior so the workflow can activate successfully.

• Workflow shell: Name, description, and the initial launch scope.
• Step ordering: The sequence of messaging, wait, sync, and calling steps.
• Execution controls: Execution delay, day and night mode, start and end hour, and duplicate protection.
• Operational add-ons: Inbound settings, recall settings, and workflow simulation before activation.

Create the workflow shell

Start with a workflow name that clearly identifies the job it is meant to do. The builder also supports a description, and the best first version keeps that scope narrow so the team can validate one flow before building larger automation.

• Name it clearly: Use a name tied to the lead source or execution goal.
• Add a real description: The model stores both a name and description, so document what this flow is meant to do.
• Keep the purpose narrow: A focused workflow is easier to configure and easier to debug.
• Avoid decorative complexity: Start with a useful path, not a complete automation tree.

Choose your step types

The current workflow builder supports a specific set of step types. Setup quality depends on choosing only the steps you actually need and making sure each one has the required resources configured.

• SMS: Uses an SMS template plus a sending number for text-based outreach.
• Email: Uses email templates and configured providers.
• WhatsApp: Requires a WhatsApp account plus an approved template.
• AI Call: Requires an assistant and a phone number selection inside the step config.
• Wait: Adds a delay in minutes between actions.
• CRM Sync: Can be configured around a selected CRM connection and a sync direction.
• Webhook Sync: Uses a selected webhook integration and direction-aware configuration.

Configure execution settings

Workflow-level execution settings shape how the entire flow behaves, even before step-specific configuration begins. These settings are part of the real builder and should be reviewed early.

• Execution delay: Defines the default spacing applied across the workflow when leads are scheduled.
• Day and night mode: Restricts execution to a configured daily time window when needed.
• Start and end hour: Works with day and night mode to control when execution is allowed.
• Prevent duplicate leads: Helps avoid repeated execution when the launch path should process leads only once.

Configure inbound and recall

The builder exposes dedicated inbound and recall settings. These matter when your workflow needs more than a one-pass action chain and should react differently based on lead intake or recall conditions.

• Inbound settings: Use them when the workflow should behave differently for incoming traffic and live lead entry paths.
• Recall settings: Use them when retries or repeated contact attempts are part of the workflow design.
• Keep first launch simple: If the first workflow can succeed without extra inbound or recall complexity, leave those advanced paths for iteration two.

Connect required resources

Most workflow setup issues come from missing dependencies. The builder and backend validation both expect each step to have its required resources configured before activation.

• SMS step: Needs a valid SMS template and a sending number.
• Email step: Needs an email template and an email provider.
• WhatsApp step: Needs a WhatsApp integration and an approved WhatsApp template.
• AI Call step: Needs an assistant plus a configured phone number.
• CRM Sync step: Needs a CRM connection and direction-specific configuration.
• Webhook Sync step: Needs a receive or send webhook integration selected in the step config.

Build the step order

A good setup is not just about which steps exist, but how they are ordered. The builder supports drag-and-drop reordering, duplication, deletion, and per-step configuration, so the goal is to create a sequence that is clear, minimal, and realistic to test.

• Start with the first real action: Do not add extra steps unless they change execution meaningfully.
• Use waits intentionally: Only add delays where timing matters for follow-up behavior.
• Keep sync steps explicit: Place CRM and webhook actions where the output should actually happen.
• Name steps clearly: Step names should make sense when someone scans the workflow later.
• Use duplication carefully: Copying steps is useful, but only if the repeated action is still easy to understand.

Validate before activation

The backend already validates step configuration before activation. That means workflow setup should always end with a final review of required configs, resource readiness, and a test path that proves the workflow can run as intended.

• Check step completeness: Missing config on SMS, Email, WhatsApp, AI Call, CRM Sync, Wait, or Webhook Sync can block activation.
• Confirm external dependencies: Templates, providers, assistants, CRM connections, and webhooks should already exist.
• Run workflow simulation: Use a realistic lead sample and confirm the workflow behaves correctly from start to finish.
• Review errors before going live: The first production launch should happen only after configuration issues are gone.

Next steps

After workflow setup is complete, the next job is operational hardening: testing more scenarios, monitoring execution, improving prompts, refining integrations, and making sure the workflow produces useful results with live data.