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BuildBetter’s workflows automate tasks based on events like new recordings or extracted signals. Create workflows using templates and configure them with AI-powered conditions.

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Workflow Structure

Each workflow has:

Trigger

The event that starts the workflow (call created, signal extracted, etc.)

Condition (Optional)

AI-powered natural language filter for when to execute

Action

What happens when triggered (send to webhook, add to folder, apply tag)

Configuration

Specific settings for the action (webhook URL, folder selection, etc.)

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Creating a Workflow

1

Access Templates

Navigate to Workflows in the main menu Click Templates to see all available workflow types
2

Select Template

Choose from 9 workflow types:
  • Recording organization (folders, tags)
  • Webhook integrations (summaries, transcripts, signals)
  • AI-powered Q&A extraction
3

Configure Workflow

Required fields:
  • Workflow name
  • Action-specific inputs (webhook URL, folder, tag, etc.)
Optional fields:
  • Condition (natural language filter)
  • Output format (for webhooks: JSON, text, or markdown)
4

Save & Activate

Click Save - workflow becomes active immediately Monitor execution from the Workflows list

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Workflow Types Explained

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Recording Organization

Recording to Folder by Title
  • Matches title patterns (e.g., “contains ‘Customer Interview’”)
  • Automatically files recordings in specified folder
  • Simple keyword matching
Recording to Folder (with Condition)
  • Uses AI-powered natural language condition
  • Evaluates full call content, not just title
  • More flexible than title matching
Recording to Tag
  • Auto-applies tags based on AI condition
  • Useful for categorization and filtering

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Webhook Workflows

All webhook workflows send data to external systems via HTTP POST: Recording Summary to Webhook
  • Sends AI-generated call summary
  • Choose format: JSON, text, or markdown
Send Call to Webhook
  • Sends complete call object with all metadata
  • Full data export
Transcript to Webhook
  • Sends complete transcript with timestamps
  • Speaker identification included
Answer Questions to Webhook
  • AI analyzes call to answer your specific question
  • Sends answer to webhook
  • Example question: “What pain points were discussed?”
Signal to Webhook (Conditional)
  • Sends formatted signal data
  • Supports conditions for filtering
Send Signal to Webhook
  • Sends complete signal object
  • All metadata included

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Configuring Inputs

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Webhook URL

  • Must be HTTPS
  • Publicly accessible endpoint
  • Accepts POST requests
  • Responds within 30 seconds
Example: https://your-api.com/buildBetter/webhooks

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Folder Selection

  • Choose from your existing folders
  • Dropdown with all available folders
  • Create folders first if needed

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Tag Selection

  • Choose from existing tags or create new
  • Auto-applied when workflow triggers

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Condition (Optional)

Natural language description of when to execute: Examples:
  • “Customer mentions competitors or pricing”
  • “Call with enterprise account about security”
  • “Negative sentiment about user experience”
  • “Feature request from key customer”

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Output Format (Webhooks)

  • JSON: Structured data for APIs
  • Plain Text: Simple readable format
  • Markdown: Formatted for documentation tools

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Question (Answer to Webhook)

Specific question for AI to answer about each call: Examples:
  • “What pain points did the customer mention?”
  • “What features were requested?”
  • “What objections were raised?”
  • “What are the next steps?”

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AI-Powered Conditions

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How Conditions Work

  1. Event triggers (call created or signal extracted)
  2. AI evaluates content against your condition
  3. If match: workflow executes
  4. If no match: workflow skips

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Writing Effective Conditions

Be specific: “Discussion about API performance issues” is better than “mentions API”
Use natural language: Write as you would describe it to a person
Include context: “Enterprise customer expressing frustration with onboarding”
Test with examples: Think of calls that should/shouldn’t match
Conditions use AI semantic understanding, not just keyword matching. You can describe concepts and the AI will understand the meaning.

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Managing Workflows

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Workflows List

View and manage all your workflows:
  • Active workflows with status indicators
  • Last run timestamp
  • Quick actions (Edit, Run Now, Delete)
  • Real-time execution status

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Editing Workflows

  1. Click workflow name or Edit button
  2. Modify any configuration field
  3. Save changes
  4. Workflow updates immediately

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Manual Execution

  • Click “Run Now” to trigger manually
  • Useful for testing
  • Processes most recent matching data
  • See execution status in real-time

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Deleting Workflows

  • Click Delete button
  • Confirm deletion
  • Workflow stops immediately
  • Execution history is preserved

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Monitoring Execution

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Status Indicators

  • 🟢 Active: Workflow is enabled and monitoring for triggers
  • ⚡ Manual: On-demand workflow (no automatic triggers)
  • 🔄 Running: Currently executing

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Execution Tracking

  • Last Run Time: When workflow last executed successfully
  • Updates Every 15 Seconds: Auto-refresh for current status
  • Running Indicator: Spinner shows active execution
BuildBetter tracks last execution time but does not provide detailed execution logs or error history.

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Common Workflow Patterns

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Organize Customer Research

Template: Recording to Folder by Title Configuration:
  • Folder: “Customer Interviews”
  • Title: contains “Customer” or “Interview” Result: Automatic research organization

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Route Feature Requests

Template: Signal to Webhook Configuration:
  • Webhook: Your product management tool
  • Condition: “Feature request from customer”
  • Format: JSON Result: Product team sees requests immediately

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Archive All Transcripts

Template: Transcript to Webhook Configuration:
  • Webhook: Your archive system
  • Condition: None (all calls)
  • Format: JSON Result: Complete transcript archive

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Tag Competitive Calls

Template: Recording to Tag Configuration:
  • Tag: “Competitive”
  • Condition: “Discussion mentions competitors or alternatives” Result: Easy filtering of competitive intelligence

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Limitations

Current limitations of BuildBetter workflows:
  • No time-based scheduling (can’t run daily/weekly/monthly)
  • No batch processing of historical data
  • No AND/OR logic in conditions (single condition only)
  • No branching or multi-step workflows
  • No parallel action execution
  • No built-in app integrations (use webhooks instead)
  • No detailed execution logs or error debugging
  • No custom retry configuration
  • No webhook authentication header configuration
  • Conditions are AI-evaluated (not deterministic rules)

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Alternatives for Advanced Automation

For features not available in native workflows: Use Zapier for:
  • Time-based scheduling
  • Complex logic (AND/OR conditions)
  • Native app integrations (Slack, Jira, Notion)
  • Multi-step workflows
  • Conditional branching
Use API for:
  • Custom integrations
  • Batch operations
  • Complex data transformations
  • Full control over logic

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Troubleshooting

  • Verify the trigger event is actually occurring
  • Check if condition is too restrictive
  • Ensure workflow is active (not deleted)
  • Try “Run Now” for manual testing
  • Confirm webhook URL is correct and HTTPS
  • Verify endpoint is publicly accessible
  • Check endpoint accepts POST requests
  • Test with webhook.site first
  • Ensure endpoint responds within 30 seconds
  • Review recent calls that should have matched
  • Simplify condition language
  • Test with “Run Now” on specific calls
  • Check that source data contains expected content
Workflows are designed for simple, reliable automation. For complex workflows with scheduling, branching, and advanced logic, consider using Zapier with BuildBetter’s API.