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Learn how to automate routine tasks using BuildBetter’s workflow system through real-world examples.

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Example 1: Auto-Organize Customer Calls

Scenario: Automatically move all customer interview calls to a Research folder
1

Create Folder

  • Go to Collections section
  • Create folder named “Customer Research”
2

Create Workflow

  1. Go to Workflows section
  2. Click Templates
  3. Select “Recording to Folder by Title”
3

Configure Workflow

  • Name: “Customer Interviews → Research Folder”
  • Folder: Select “Customer Research”
  • Title Matching: contains “Customer Interview”
4

Save and Activate

  • Click Save
  • Workflow is now active
  • All future recordings with “Customer Interview” in title automatically go to folder
Use title-based workflows for simple keyword matching. For more complex conditions, use the AI-powered condition workflows.

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Example 2: Route Feature Requests to Product Team

Scenario: Send high-priority feature requests to your product management webhook
1

Set Up Webhook Endpoint

  • Set up webhook receiver (your PM tool, Slack webhook, etc.)
  • Get HTTPS webhook URL
  • Test with webhook.site first
2

Create Workflow

  1. Go to Workflows > Templates
  2. Select “Signal to Webhook”
3

Configure Workflow

  • Name: “High Priority Features → Product Webhook”
  • Webhook URL: Your webhook endpoint
  • Condition: “Feature request with high severity from customer”
  • Output Format: JSON
4

Test and Activate

  • Click “Run Now” to test with recent signals
  • Verify webhook receives data
  • Save to activate automatic execution
Workflows with conditions use AI to evaluate each signal. The AI understands natural language like “high severity from customer” without requiring complex rules.

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Example 3: Tag Competitive Mentions

Scenario: Automatically tag all calls that mention competitors
1

Create Tag

Create a tag called “Competitive” in your workspace
2

Create Workflow

  1. Go to Workflows > Templates
  2. Select “Recording to Tag”
3

Configure AI Condition

  • Name: “Tag Competitive Discussions”
  • Tag: “Competitive”
  • Condition: “Call mentions competitors, alternatives, or competitive comparisons”
4

Activate

  • Save workflow
  • All future calls matching the condition get tagged automatically
  • Easy to filter for competitive intelligence

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Example 4: Send Transcripts to Archive

Scenario: Automatically send all call transcripts to your data warehouse
1

Set Up Archive Endpoint

  • Configure your data warehouse webhook
  • Ensure it accepts POST requests with JSON
2

Create Workflow

  1. Go to Workflows > Templates
  2. Select “Transcript to Webhook”
3

Configure for All Calls

  • Name: “Archive All Transcripts”
  • Webhook URL: Your archive endpoint
  • Condition: Leave empty (all calls)
  • Output Format: JSON
4

Activate

  • Save workflow
  • Every processed call sends transcript to your archive
  • Complete backup of all conversations
Webhooks must respond within 30 seconds. For long-running processes, have your endpoint acknowledge quickly and process asynchronously.

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Example 5: Weekly Scheduled Analysis

Scenario: Get a weekly summary of product feedback every Monday morning
1

Create Scheduled Task

  1. Go to Settings > Account > Scheduled Tasks
  2. Click “Create New Task”
2

Configure Task

  • Name: “Weekly Product Feedback Summary”
  • Instructions: “Analyze all product feedback signals from the past week. Group by feature area. Identify top 5 most requested features and most common complaints.”
  • Schedule: Weekly, Monday at 8 AM
3

Activate and Monitor

  • Save task
  • Every Monday at 8 AM, task runs automatically
  • Check Chat section for results
  • Review analysis and share with team
Scheduled tasks create chat threads with results. You can continue the conversation by asking follow-up questions.

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Workflow Best Practices

Start simple: Create one workflow and verify it works before building more
Test webhooks first: Use webhook.site to test before connecting production systems
Use descriptive names: “Customer Calls → Research Folder” is clearer than “Workflow 1”
Monitor execution: Check Workflows list weekly to ensure they’re running
Use AI conditions wisely: Natural language conditions are more flexible than keyword matching

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Common Automation Patterns

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Content Organization

  • Auto-file customer calls by title pattern
  • Tag calls with specific topics
  • Route signals to team folders

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External Integration

  • Send summaries to CRM webhooks
  • Archive transcripts to data warehouse
  • Post important signals to Slack

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Regular Reporting

  • Weekly feature request summaries
  • Daily critical issue alerts
  • Monthly trend analysis
For more on workflows, see: