> ## Documentation Index
> Fetch the complete documentation index at: https://docs.buildbetter.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Workflows & Tasks Examples

> Practical examples of automating tasks with BuildBetter workflows

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

## Example 1: Auto-Organize Customer Calls

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

<Steps>
  <Step title="Create Folder" stepNumber={1}>
    * Go to Collections section
    * Create folder named "Customer Research"
  </Step>

  <Step title="Create Workflow" stepNumber={2}>
    1. Go to **Workflows** section
    2. Click **Templates**
    3. Select "Recording to Folder by Title"
  </Step>

  <Step title="Configure Workflow" stepNumber={3}>
    * **Name**: "Customer Interviews → Research Folder"
    * **Folder**: Select "Customer Research"
    * **Title Matching**: contains "Customer Interview"
  </Step>

  <Step title="Save and Activate" stepNumber={4}>
    * Click Save
    * Workflow is now active
    * All future recordings with "Customer Interview" in title automatically go to folder
  </Step>
</Steps>

<Tip>
  Use title-based workflows for simple keyword matching. For more complex conditions, use the AI-powered condition workflows.
</Tip>

## Example 2: Route Feature Requests to Product Team

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

<Steps>
  <Step title="Set Up Webhook Endpoint" stepNumber={1}>
    * Set up webhook receiver (your PM tool, Slack webhook, etc.)
    * Get HTTPS webhook URL
    * Test with webhook.site first
  </Step>

  <Step title="Create Workflow" stepNumber={2}>
    1. Go to **Workflows > Templates**
    2. Select "Signal to Webhook"
  </Step>

  <Step title="Configure Workflow" stepNumber={3}>
    * **Name**: "High Priority Features → Product Webhook"
    * **Webhook URL**: Your webhook endpoint
    * **Condition**: "Feature request with high severity from customer"
    * **Output Format**: JSON
  </Step>

  <Step title="Test and Activate" stepNumber={4}>
    * Click "Run Now" to test with recent signals
    * Verify webhook receives data
    * Save to activate automatic execution
  </Step>
</Steps>

<Note>
  Workflows with conditions use AI to evaluate each signal. The AI understands natural language like "high severity from customer" without requiring complex rules.
</Note>

## Example 3: Tag Competitive Mentions

**Scenario**: Automatically tag all calls that mention competitors

<Steps>
  <Step title="Create Tag" stepNumber={1}>
    Create a tag called "Competitive" in your workspace
  </Step>

  <Step title="Create Workflow" stepNumber={2}>
    1. Go to **Workflows > Templates**
    2. Select "Recording to Tag"
  </Step>

  <Step title="Configure AI Condition" stepNumber={3}>
    * **Name**: "Tag Competitive Discussions"
    * **Tag**: "Competitive"
    * **Condition**: "Call mentions competitors, alternatives, or competitive comparisons"
  </Step>

  <Step title="Activate" stepNumber={4}>
    * Save workflow
    * All future calls matching the condition get tagged automatically
    * Easy to filter for competitive intelligence
  </Step>
</Steps>

## Example 4: Send Transcripts to Archive

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

<Steps>
  <Step title="Set Up Archive Endpoint" stepNumber={1}>
    * Configure your data warehouse webhook
    * Ensure it accepts POST requests with JSON
  </Step>

  <Step title="Create Workflow" stepNumber={2}>
    1. Go to **Workflows > Templates**
    2. Select "Transcript to Webhook"
  </Step>

  <Step title="Configure for All Calls" stepNumber={3}>
    * **Name**: "Archive All Transcripts"
    * **Webhook URL**: Your archive endpoint
    * **Condition**: Leave empty (all calls)
    * **Output Format**: JSON
  </Step>

  <Step title="Activate" stepNumber={4}>
    * Save workflow
    * Every processed call sends transcript to your archive
    * Complete backup of all conversations
  </Step>
</Steps>

<Warning>
  Webhooks must respond within 30 seconds. For long-running processes, have your endpoint acknowledge quickly and process asynchronously.
</Warning>

## Example 5: Weekly Scheduled Analysis

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

<Steps>
  <Step title="Create Scheduled Task" stepNumber={1}>
    1. Go to **Settings > Account > Scheduled Tasks**
    2. Click "Create New Task"
  </Step>

  <Step title="Configure Task" stepNumber={2}>
    * **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
  </Step>

  <Step title="Activate and Monitor" stepNumber={3}>
    * Save task
    * Every Monday at 8 AM, task runs automatically
    * Check Chat section for results
    * Review analysis and share with team
  </Step>
</Steps>

<Info>
  Scheduled tasks create chat threads with results. You can continue the conversation by asking follow-up questions.
</Info>

## Workflow Best Practices

<Check>
  **Start simple**: Create one workflow and verify it works before building more
</Check>

<Check>
  **Test webhooks first**: Use webhook.site to test before connecting production systems
</Check>

<Check>
  **Use descriptive names**: "Customer Calls → Research Folder" is clearer than "Workflow 1"
</Check>

<Check>
  **Monitor execution**: Check Workflows list weekly to ensure they're running
</Check>

<Check>
  **Use AI conditions wisely**: Natural language conditions are more flexible than keyword matching
</Check>

## Common Automation Patterns

### Content Organization

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

### External Integration

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

### Regular Reporting

* Weekly feature request summaries
* Daily critical issue alerts
* Monthly trend analysis

For more on workflows, see:

* [Workflows Overview](/pages/Workflows/overview)
* [Workflow Automation](/pages/Workflows/workflow-automation)
* [Creating Workflows](/pages/Workflows/creating-automations)
* [Scheduled Tasks](/pages/Scheduled%20Tasks/overview)