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BuildBetter Workflows automate routine tasks by responding to events like new recordings or extracted signals. Configure workflows once, and they’ll execute automatically whenever trigger conditions are met.

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Understanding Workflows

Workflows are automated processes that:

React to Events

Trigger when recordings are processed or signals are extracted

Process Data

Extract and format information from calls, transcripts, and signals

Take Actions

Send data to webhooks, organize into folders, or apply tags

Save Time

Eliminate repetitive tasks automatically

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Available Workflows

BuildBetter provides 9 built-in workflow types:

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Recording Workflows

Automatically organize recordings based on title patterns.Trigger: When a call is created and processed Action: Move to specified folder if title matches criteria Use case: Organize “Customer Interview” calls into a research folder
Add recordings to a specific folder based on conditions.Trigger: When a call is created Action: Add to folder if AI-powered condition matches Use case: Route calls to different team folders based on content
Auto-apply tags to recordings based on conditions.Trigger: When a call is created Action: Add tag if condition is met Use case: Tag calls mentioning competitors or specific features
Send call summaries to external systems.Trigger: When a call is created Action: POST formatted summary to webhook URL Use case: Update CRM or notification systems with call outcomes
Send complete call data to webhook.Trigger: When a call is created Action: POST full call object with metadata Use case: Feed call data to external analytics or storage systems
Send full transcripts to external systems.Trigger: When a call is created Action: POST complete transcript with timestamps Use case: Archive transcripts or feed to AI analysis tools
Analyze calls to answer specific questions and send results.Trigger: When a call is created Action: AI answers your question based on call content, sends to webhook Use case: Extract specific information (“What pain points were discussed?”)

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Signal Workflows

Send formatted signal data to webhooks based on conditions.Trigger: When a signal is extracted Action: POST formatted signal if condition matches Use case: Route feature requests to product management tools
Send complete signal data to webhooks.Trigger: When a signal is extracted Action: POST full signal object with all metadata Use case: Feed signals to external databases or analytics
All workflows support AI-powered conditional execution. Use natural language to describe when workflows should run.

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Trigger Types

Workflows can be triggered by:

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Event Triggers

  • Call Created: Fires when a recording is fully processed with transcript and summary
  • Signal Created (Extraction Created): Triggers when insights are extracted from any source
  • Folder Item Created: Activates when content is added to specific folders

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Manual Trigger

  • Manual: Run on-demand with the “Run Now” button
  • Useful for testing or one-time operations
Time-based scheduling (hourly, daily, weekly) is not currently available. Use manual triggers or event-based workflows.

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Creating a Workflow

1

Browse Templates

Navigate to Workflows → Templates to see available workflow types
2

Select Template

Choose the workflow that matches your need
3

Configure Inputs

Fill in required fields:
  • Workflow Name: Descriptive identifier
  • Webhook URL (if applicable): HTTPS endpoint
  • Folder/Tag (if applicable): Target folder or tag
  • Condition (optional): AI-powered natural language condition
  • Output Format (for webhooks): JSON, text, or markdown
4

Save and Activate

Save your workflow - it will start monitoring for trigger events automatically

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AI-Powered Conditions

Workflows support natural language conditions for smart filtering:

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How Conditions Work

Instead of complex rules, describe what you’re looking for: Examples:
  • “The call mentions pricing concerns or competitor comparisons”
  • “Customer expressing frustration with onboarding process”
  • “Discussion about API integration or technical requirements”
  • “Meeting with enterprise customers about security”
The AI evaluates each event against your condition and only executes the workflow if it matches.
Use natural language conditions to create smart workflows without complex filtering logic. The AI understands context and meaning, not just keywords.

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Output Formats

For webhook workflows, choose how data is formatted: 
{
  "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 List

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

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Execution Monitoring

  • Running Status: Spinner icon shows when workflow is executing
  • Last Completed: Timestamp of last successful run
  • Auto-Refresh: Status updates every 15 seconds
Click “Run Now” on any workflow to trigger it manually for testing or one-time execution.

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Common Use Cases

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Customer Feedback Routing

Workflow: Signal to Webhook Trigger: Signal created Condition: “Feature request with high severity from key accounts” Action: Send to product management webhook Result: Critical feedback reaches product team immediately

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Meeting Organization

Workflow: Recording to Folder by Title Trigger: Call created Condition: Title contains “Customer Interview” Action: Move to Research folder Result: Automatic research repository organization

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Support Escalation

Workflow: Signal to Webhook Trigger: Signal created Condition: “Complaint with negative sentiment and high severity” Action: Send to support system webhook Result: Urgent issues reach support team fast

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Transcript Archiving

Workflow: Transcript to Webhook Trigger: Call created Condition: None (all calls) Action: Send transcript to archive webhook Result: Complete conversation archive

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Best Practices

Start simple: Create one workflow and verify it works before building more
Test webhooks: Use webhook.site or similar services to test before connecting production
Use descriptive names: “Enterprise Calls → Sales Folder” is clearer than “Workflow 1”
Natural language conditions: Describe what you want in plain English for better accuracy
Monitor execution: Check workflows weekly to ensure they’re running correctly

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Webhook Configuration

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Requirements

  • HTTPS endpoint: Must be publicly accessible
  • Accepts POST requests: Workflow will send HTTP POST
  • Responds within 30 seconds: Avoid timeout errors

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Security Considerations

  • Use HTTPS endpoints only
  • Implement your own authentication if needed
  • Monitor webhook logs for security issues
  • Keep webhook URLs private

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Testing Webhooks

1

Use Test Service

Start with webhook.site or RequestBin for initial testing
2

Verify Payload

Confirm data arrives in expected format
3

Test Conditions

Verify conditional workflows filter correctly
4

Go Live

Switch to production endpoint when ready

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Troubleshooting

  • Verify trigger event is actually occurring (call processed, signal extracted)
  • Check AI condition is being met
  • Ensure workflow is active (not paused)
  • Try “Run Now” for manual testing
  • Confirm endpoint is reachable (HTTPS, publicly accessible)
  • Check endpoint accepts POST requests
  • Verify endpoint responds within 30 seconds
  • Test with webhook.site first
  • Review selected output format (JSON vs text vs markdown)
  • Check condition is filtering as expected
  • Verify source data (call, signal) has expected fields
  • Test with “Run Now” to debug

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Limitations

Current Workflow Limitations:
  • No time-based scheduling (hourly, daily, weekly triggers)
  • No batch processing of historical data
  • No complex logic conditions (AND/OR/NOT operators)
  • No branching or parallel execution paths
  • No built-in integrations (Slack, Notion, Jira, etc. require webhooks)
  • No detailed execution logs or debugging tools
  • No webhook retry configuration (system default only)
  • No authentication header configuration UI
  • Maximum webhook timeout: 30 seconds
  • Maximum payload size: 10MB
Use Zapier integration for advanced automation needs like scheduling, complex logic, or native integrations with tools like Slack, Jira, and Notion.
Workflows automate your most repetitive tasks, ensuring insights lead to action without manual intervention.