Workflow Types Overview
BuildBetter supports various workflow automations:
- Meeting follow-ups
- Signal-based tasks
- Team collaborations
- Project tracking
- Customer engagement
Meeting Follow-up Workflow
Trigger Configuration
trigger:
event: "meeting_ended"
conditions:
duration_min: 15
participant_count: ">2"
types:
- customer_meeting
- sales_call
- support_session
Automated Actions
actions:
- generate_summary:
format: "structured"
include:
- key_points
- action_items
- decisions
- create_tasks:
source: "action_items"
assign_by:
owner: "meeting_host"
mentions: "context_match"
- send_notifications:
to:
- participants
- stakeholders
channels:
- email
- slack
Follow-up Schedule
schedule:
summary_delivery: "immediate"
task_creation: "within_1h"
reminders:
initial: "+1d"
follow_up: "+3d"
escalation: "+1w"
Signal-Based Workflows
Feature Request Processing
workflow:
trigger: "feature_request_detected"
classification:
priority:
rules:
- customer_tier
- request_frequency
- business_impact
routing:
team: "product"
subteam: "by_component"
tasks:
- validate_request:
assignee: "product_owner"
deadline: "+2d"
- impact_analysis:
assignee: "product_analyst"
deadline: "+5d"
- technical_review:
assignee: "tech_lead"
deadline: "+1w"
workflow:
trigger: "negative_sentiment_detected"
conditions:
severity: "high"
customer_tier: ["enterprise", "business"]
actions:
- create_ticket:
priority: "high"
assign_to: "customer_success"
- notify_team:
channels: ["slack", "email"]
teams: ["cs", "product"]
- schedule_review:
type: "customer_health"
deadline: "+24h"
Project Management Integration
Task Synchronization
task_sync:
platforms:
- jira:
project: "CX"
issue_type: "Task"
- asana:
workspace: "Customer Success"
project: "Feedback"
- github:
repo: "product-feedback"
labels: ["customer-request"]
mapping:
priority:
high: ["P1", "urgent"]
medium: ["P2", "normal"]
low: ["P3", "backlog"]
status:
new: ["To Do", "Open"]
in_progress: ["In Progress"]
completed: ["Done", "Closed"]
Automation Rules
automation_rules:
task_creation:
- source: "meeting_action"
template: "standard_task"
fields:
- title
- description
- due_date
- assignee
- source: "signal_alert"
template: "urgent_review"
fields:
- priority
- impact
- timeline
Test workflow automations thoroughly before enabling them in production.
Team Collaboration
Task Assignment
assignment_rules:
method: "smart_routing"
factors:
- expertise_match
- workload_balance
- availability
- time_zone
Progress Tracking
tracking:
metrics:
- completion_rate
- response_time
- quality_score
alerts:
- overdue_tasks
- blocked_items
Custom Workflows
Customer Onboarding
onboarding_workflow:
stages:
- welcome:
tasks:
- send_welcome_email
- schedule_kickoff
- setup_workspace
duration: "2d"
- setup:
tasks:
- technical_setup
- initial_training
- configuration
duration: "5d"
- review:
tasks:
- usage_check
- feedback_collection
- adjustment_plan
duration: "3d"
Quarterly Business Review
qbr_workflow:
preparation:
- collect_metrics:
timeframe: "90d"
metrics:
- usage_stats
- engagement_scores
- support_tickets
- generate_reports:
types:
- executive_summary
- detailed_analysis
- recommendations
- schedule_meetings:
participants:
- customer_team
- account_manager
- success_team
Customize workflow templates based on your team’s processes and requirements.
Best Practices
Design Phase
Map out process flow and dependencies
Configuration
Set up triggers and actions
Testing
Validate workflow logic
Deployment
Roll out gradually and monitor
Error Handling
error_handling:
task_errors:
- assignment_failed:
fallback: "team_lead"
notification: true
- deadline_missed:
escalation: "manager"
alert_priority: "high"
workflow_recovery:
steps:
- pause_execution
- log_error_state
- notify_admin
- retry_failed_steps
monitoring:
- workflow_status
- error_patterns
- performance_metrics
Resource Management
resource_config:
concurrency: 50
rate_limits:
tasks_per_minute: 100
workflows_per_hour: 1000
queuing:
priority_levels: 3
timeout: "30m"
Efficiency Settings
optimization:
- batch_processing
- smart_scheduling
- resource_pooling
- caching_strategy
monitoring:
- execution_time
- resource_usage
- queue_length
- error_rates
Monitor workflow performance and adjust configurations for optimal efficiency.
Regular workflow audits help maintain automation effectiveness and reliability.
