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BuildBetter Workflows transform your customer insights into actionable outcomes by automatically responding to events, organizing content, and integrating with your existing tools. Set them up once, and let them work for you 24/7.

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Understanding Workflows

Workflows are automated processes that:

React to Events

Trigger automatically when recordings are processed, signals are extracted, or items are added to folders

Process Data

Extract, transform, and format information from calls, transcripts, and signals

Take Actions

Send data to external systems, organize content, apply tags, or create tickets

Save Time

Eliminate repetitive tasks and ensure nothing falls through the cracks

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Types of Workflows

BuildBetter offers two categories of workflows:

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Built-in Workflows

Native workflows that work out of the box:
Recording to Folder by Title
  • Automatically organize recordings based on title patterns
  • Example: Move all “Customer Interview” calls to a specific folder
Recording Summary to Webhook
  • Send call summaries to external systems
  • Perfect for CRM updates or notification systems
Recording to Tag
  • Auto-tag recordings based on content or metadata
  • Keep your recordings organized automatically
Signal to Webhook
  • Send extracted insights to external systems
  • Route feature requests, bugs, or feedback automatically
Send Signal to Webhook
  • Export signals with full context
  • Integrate with ticketing or product management tools
Transcript to Webhook
  • Send full transcripts to external systems
  • Archive conversations or feed AI analysis tools
Answer to Webhook
  • Export Q&A responses from recordings
  • Build knowledge bases automatically

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Integration Workflows

Powered by Paragon, these connect to external services:
  • Communication
  • Documentation
  • Project Management
Slack Integration
  • Post summaries to channels
  • Send alerts for critical feedback
  • Share insights with teams
Microsoft Teams
  • Similar capabilities as Slack
  • Integrated with Office 365
Integration workflows require connecting the corresponding service in Settings → Integrations first.

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Creating a Workflow

Follow these steps to set up your first workflow:
1

Browse Templates

Navigate to Workflows → Templates to see all available workflow types. Each template shows:
  • What it does
  • Required integrations
  • Trigger conditions
2

Select a Template

Click on a workflow template that matches your needs. You’ll see:
  • Detailed description
  • Input requirements
  • Example use cases
3

Configure Settings

Fill in the required fields:
  • Workflow Name: Give it a descriptive name
  • Trigger Conditions: When should it run?
  • Action Parameters: Where to send data, what to include
  • Additional Options: Format, filters, etc.
4

Save and Activate

Review your configuration and save. The workflow will:
  • Start monitoring for trigger events
  • Execute automatically when conditions are met
  • Show status in your workflows list

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Workflow Configuration

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Trigger Types

Call Created

Fires when a recording is fully processed with transcript and summary

Signal Created

Triggers when new insights are extracted from any source

Folder Item Added

Activates when content is added to specific folders

Manual Trigger

Run on-demand with the “Run Now” button

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Condition Configuration

For conditional workflows, you can use: Simple Matching
  • Text contains specific words
  • Title matches patterns
  • Tags include certain values
Smart Matching
  • AI-powered semantic understanding
  • Natural language conditions
  • Example: “If the call mentions pricing concerns or competitor comparisons”
Use natural language for conditions! Instead of listing keywords, describe what you’re looking for: “Customer expressing frustration with onboarding process”

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Output Formats

Choose how data is formatted:
  • JSON
  • Plain Text
  • Markdown
{
  "recording_id": "12345",
  "title": "Customer Interview",
  "summary": "...",
  "participants": [...],
  "signals": [...]
}
Best for: API integrations, structured data processing

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Managing Workflows

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Workflows Dashboard

Your workflows list shows:
  • Status Indicators: 🟢 Active, ⚡ Manual, 🔄 Running
  • Last Run Time: When the workflow last executed
  • Quick Actions: Edit, run manually, or delete

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Monitoring Execution

  • Running workflows show a spinner
  • Updates every 15 seconds automatically
  • Success notifications appear on completion
  • View when workflows ran
  • Check success/failure status
  • Debug issues with error logs
  • Track execution frequency
  • Monitor processing times
  • Identify bottlenecks

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Common Workflow Patterns

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Customer Feedback Loop

  1. Trigger: Signal created (feature request)
  2. Condition: High severity or from key account
  3. Action: Create Jira ticket and post to Slack
  4. Result: Product team instantly aware of critical feedback

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Meeting Documentation

  1. Trigger: Call created
  2. Condition: Title contains “Customer Interview”
  3. Action: Create Notion page with summary
  4. Result: Automatic research repository

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Support Escalation

  1. Trigger: Signal created (complaint)
  2. Condition: Negative sentiment and high severity
  3. Action: Send to support webhook
  4. Result: Immediate support team attention

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Weekly Digest

  1. Trigger: Manual (run weekly)
  2. Condition: None
  3. Action: Compile signals and send summary
  4. Result: Regular team updates

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Best Practices

Start simple: Begin with one workflow and expand as you learn the system.
Test webhooks: Use services like webhook.site to test before connecting production systems.
Use descriptive names: “Customer Interview → Notion” is clearer than “Workflow 1”.
Monitor regularly: Check your workflows weekly to ensure they’re running as expected.
Document workflows: Keep notes on what each workflow does and why it exists.

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Webhook Configuration

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Setting Up Webhooks

When configuring webhook workflows:
  1. Endpoint URL: Must be HTTPS and publicly accessible
  2. Authentication: Add headers or query parameters as needed
  3. Payload Format: Choose JSON, text, or markdown
  4. Error Handling: Webhooks retry 3 times on failure

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Webhook Security

Security Best Practices:
  • Use HTTPS endpoints only
  • Implement webhook signature verification
  • Whitelist BuildBetter IP addresses if possible
  • Use authentication tokens in headers
  • Monitor webhook logs for suspicious activity

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Testing Webhooks

1

Use a Test Endpoint

Services like webhook.site or RequestBin for initial testing
2

Verify Payload

Check that data arrives in expected format
3

Test Error Handling

Simulate failures to ensure retries work
4

Go Live

Switch to production endpoint when ready

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Troubleshooting

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Common Issues

  • Workflow Not Triggering
  • Webhook Failures
  • Missing Data
  • Verify trigger conditions are met
  • Check that recordings are fully processed
  • Ensure integrations are connected
  • Look for error messages in the UI

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Limitations

Current Limitations:
  • No time-based scheduling (coming soon)
  • No complex logic conditions (AND/OR)
  • Maximum payload size: 10MB
  • Webhook timeout: 30 seconds
  • No built-in retry configuration
Workflows turn BuildBetter from a passive repository into an active participant in your team’s processes, ensuring insights lead to action automatically.