What Are Workflows?
Workflows are automated processes that:- Trigger on events (new recording, signal extracted)
- Evaluate AI-powered conditions (optional)
- Execute actions (send to webhook, add to folder, apply tag)
Event-Driven
Automatically respond when calls are processed or signals are extracted
AI-Powered
Use natural language conditions for intelligent filtering
Flexible Actions
Send to webhooks, organize content, or extract specific insights
Easy Setup
Template-based creation with simple configuration
Available Workflow Types
BuildBetter provides 9 built-in workflows:Recording Organization
- Recording to Folder by Title: Auto-file based on title patterns
- Recording to Folder: Route to folders using AI conditions
- Recording to Tag: Auto-tag based on content
Webhook Integrations
- Recording Summary to Webhook: Send call summaries
- Send Call to Webhook: Send complete call data
- Transcript to Webhook: Send full transcripts
- Answer Questions to Webhook: AI-powered Q&A extraction
Signal Routing
- Signal to Webhook: Send formatted signals with conditions
- Send Signal to Webhook: Send complete signal data
How Workflows Work
1
Trigger Event
Workflow activates when a call is processed or signal is extracted
2
Condition Evaluation
If you’ve set a condition, AI evaluates whether content matches
3
Action Execution
If triggered and condition passes, workflow executes its action
4
Completion
Status updates in workflows list, ready for next trigger
Workflows run automatically in the background. No manual intervention required once configured.
Common Use Cases
Automate Meeting Organization
- Route customer calls to Research folder
- Tag competitive mentions automatically
- Organize by team or project
Integrate with External Tools
- Send summaries to CRM via webhook
- Archive transcripts to data warehouse
- Route signals to product management tools
Extract Specific Insights
- Answer questions about each call automatically
- Extract action items to task management
- Pull pain points for product analysis
Getting Started
1
Explore Templates
Browse available workflow types in Workflows → Templates
2
Create First Workflow
Start simple with “Recording to Folder by Title”
3
Test Execution
Use “Run Now” to test with existing calls
4
Monitor Results
Check workflows list for execution status
5
Expand Usage
Add more workflows as you identify automation opportunities
Start with simple title-based organization workflows before moving to AI-powered conditional workflows. This helps you understand the system before building complex automations.
What Workflows Can and Cannot Do
✅ What Workflows CAN Do:
- React to call creation and signal extraction events
- Use AI to evaluate natural language conditions
- Send data to HTTPS webhooks
- Organize recordings into folders
- Apply tags automatically
- Extract AI-powered answers to questions
- Format output as JSON, text, or markdown
❌ What Workflows CANNOT Do:
- Time-based scheduling (no hourly/daily/weekly triggers)
- Batch process historical data
- Use AND/OR logic in conditions
- Execute multiple actions in parallel
- Branch based on outcomes
- Connect directly to apps (Slack, Jira, etc.) - use webhooks
- Provide detailed execution logs
- Retry failed webhooks with custom logic
For advanced automation needs (scheduling, complex logic, native integrations), use Zapier with BuildBetter’s triggers and actions.
Best Practices
Start simple: Create basic workflows before building complex automations
Test first: Use “Run Now” and webhook.site to verify before production
Descriptive names: Clear naming helps team understanding and maintenance
Monitor regularly: Check execution status weekly to catch issues
Use conditions wisely: Not every workflow needs a condition - sometimes “all calls” is right
Learn More
Creating Workflows
Step-by-step guide to building your first workflow
Workflow Automation
Detailed documentation on all workflow types and configuration