Workflows

Chain multiple steps onto a single trigger — botn handles classifying, assigning owners, creating records and sending, all in one run. You can drop in AI blocks too, with no code.

What a workflow is

A workflow is an automation flow shaped like ‘when this happens (trigger) → run several steps (blocks) in order.’ Stack blocks top to bottom — classify → filter → assign owner → create record → send email — and each block’s result flows down to the next, handled in one pass. Build and manage them on the Workflows screen in the desktop sidebar.

Create — from a template or blank

1. On the Workflows screen, press ‘New workflow.’ From the empty state pick a ready-made template or start from a blank canvas.
2. Tap the trigger chip at the top to set ‘when it runs (the trigger).’
3. Add steps in order with ‘+ Block,’ and tap each block to fill in its settings panel.
4. While editing it stays a Draft. When ready, Publish it to Live — only then does it actually run.

Triggers — when it runs

• When a record is created — fires when a new contact, deal, etc. is created. Pick the object (contact/deal).
• When a record is updated — fires when a field or status changes. You can narrow it to a specific transition like ‘deal → quoted.’
• When a form is submitted — a public form is submitted.
• Scheduled — runs at a fixed time daily or weekly — for time-based automations like ‘daily follow-up of responded contacts.’
• Manual — run it once yourself with the ‘Run’ button in the editor — handy for testing as you build.

Blocks — what they do

AI & agents

• Custom agent — an AI works from your own prompt and leaves the result as a note on the contact’s timeline.
• Company research — summarizes the contact’s company overview and sales angles from AI knowledge (no live web).
• Classify record / text — sort the contact’s info or input text into one of your defined options. The result feeds a ‘Filter’ block below for branching.
• Summarize record — condenses the contact’s recent activity and interests into 2–3 sentences.

Records

• Create record — creates a new task or deal.
• Create or update — updates if it exists, creates if not (upsert). Used to register contacts on form inbound.
• Update record — changes fields like the contact’s status.
• Find records — proceeds with the first contact matching a condition (e.g. status = responded).

Control & actions

• Filter — stops the rest of the blocks if a condition isn’t met. Use AI classification to branch like ‘pass only if fit.’
• Round-robin — assigns the owner to team members in rotation.
• Send email — sends an email to the contact. name and company variables in the subject and body are filled with the contact’s details.
• Wait — waits N days, then proceeds to the next block — for spacing out follow-ups.
• HTTP request — calls an external webhook URL — for integrating Zapier, Make or your own server.

Ready-made templates

From the empty state, load any of 12 templates in one click — book discovery, lead triage, deal nudge, deal review, form inbound, daily follow-up, new-deal welcome, churn winback, meeting no-show reminder, post-contract onboarding, dormant reactivation, and form-to-booking. They come with triggers and blocks pre-filled — tweak them freely after creating.

• Book discovery — contact created → company research → interest classification → high-interest only → meeting-proposal email
• Lead triage — contact created → ICP fit → fit only → assign owner → create lead deal
• Deal nudge — deal → quoted → wait 3 days → follow-up email
• Form inbound — form submitted → register contact (upsert) → classify fit → fit only → assign owner → welcome email
• Daily follow-up — daily (scheduled) → find responded contacts → summarize → follow-up email
• New-deal welcome · Deal review · Churn win-back — common flows for deal creation/update and contact churn are included too.

Publishing — Draft vs Live

A workflow separates an editable Draft from the running published version. Edits always accumulate in the Draft; only pressing ‘Publish’ promotes them to Live so it reacts to triggers. ‘Unpublish’ stops it immediately. This lets you edit safely without breaking the live behavior.

Run history

Each workflow’s ‘Run history’ shows when it ran and, per block, whether it succeeded or failed and what it did (the log). Check it first when tracing where something stopped.

Related

Sequences · Intake forms · Pipeline & deals · MCP connection