Workflows

Workflows integration guide

Workflows

Automate complex processes and create intelligent workflows that connect your AIVAH agents with multiple platforms and services. Workflows enable sophisticated automation scenarios that can handle multi-step processes without manual intervention.

🔄 What are Workflows?

Workflows are automated sequences of actions that your AIVAH agent can execute based on specific triggers or conditions. They enable:

• Multi-Platform Automation: Connect actions across different services and platforms
• Conditional Logic: Execute different actions based on specific conditions
• Data Processing: Transform and route information between systems
• Event-Driven Actions: Respond automatically to external events

🎯 Workflow Components

Triggers

Events that start workflow execution:

• Incoming Calls: Phone calls to your Twilio number
• New Messages: Chat messages or emails
• External Events: Webhooks from connected services
• Scheduled Events: Time-based triggers
• Data Changes: Updates in connected applications

Actions

Operations your workflow can perform:

• Send Communications: Emails, SMS, chat messages
• Update Records: Modify data in connected apps
• Create Content: Generate documents, tasks, or entries
• API Calls: Interact with external services
• Conditional Branches: Route execution based on logic

Conditions

Logic that controls workflow flow:

• Data Validation: Check information quality and completeness
• User Authentication: Verify user identity and permissions
• Business Rules: Apply custom business logic
• Integration Status: Verify service availability

🏗️ Building Workflows

Visual Workflow Builder

Create workflows using an intuitive drag-and-drop interface:

1. Start with a Trigger: Choose what initiates your workflow
2. Add Actions: Define what should happen
3. Configure Conditions: Set up decision points
4. Connect Services: Link to your integrated applications
5. Test & Deploy: Validate and activate your workflow

Common Workflow Patterns

Call Handling Workflow

Incoming Call → Voice Recognition → Intent Classification → 
Knowledge Base Query → Response Generation → Memory Update → 
Call Logging → Follow-up Actions

Lead Processing Workflow

New Lead → Data Validation → CRM Update → 
Welcome Email → Calendar Scheduling → 
Task Assignment → Team Notification

Support Ticket Workflow

Support Request → Issue Classification → 
Knowledge Base Search → Automated Response → 
Escalation Logic → Agent Assignment → 
Customer Notification → Progress Tracking

⚙️ Workflow Configuration

Integration Settings

Configure how workflows interact with your connected services:

Make.com Integration

• Enable/Disable: Toggle Make.com workflow automation
• Webhook Configuration: Set up incoming webhook endpoints
• Data Mapping: Define how data flows between systems
• Error Handling: Configure retry logic and error notifications

Twilio Integration

• Call Routing: Define how calls are processed
• Voice Settings: Configure voice and language options
• Response Logic: Set up dynamic response generation
• Logging: Enable call logging and transcription

Authentication & Security

• Service Credentials: Secure storage of API keys and tokens
• Access Controls: Define who can create and modify workflows
• Data Encryption: Protect sensitive information in transit and storage
• Audit Logging: Track workflow execution and modifications

📊 Workflow Monitoring

Real-time Execution

Monitor workflows as they run:

• Execution Status: Track current workflow state
• Performance Metrics: Measure execution time and success rates
• Error Reporting: Immediate notification of workflow failures
• Data Flow Tracking: Monitor information as it moves through steps

Analytics & Reporting

Understand workflow performance:

• Success Rates: Percentage of successful workflow executions
• Execution Times: Average and peak execution durations
• Error Analysis: Common failure points and resolution strategies
• Usage Patterns: Most frequently used workflows and triggers

🔧 Advanced Features

Dynamic Workflows

Create adaptive workflows that change based on context:

• Conditional Routing: Different paths based on data or user input
• Dynamic Parameters: Use variables to customize workflow behavior
• Loop Handling: Process lists or repeated actions
• Exception Handling: Graceful error recovery and alternative paths

Multi-Agent Workflows

Coordinate multiple AIVAH agents in complex scenarios:

• Agent Handoffs: Transfer conversations between specialized agents
• Parallel Processing: Execute multiple agents simultaneously
• Load Balancing: Distribute work across multiple agents
• Collaboration: Enable agents to share context and data

External System Integration

Connect with enterprise systems:

• CRM Integration: Salesforce, HubSpot, Pipedrive
• ERP Systems: SAP, Oracle, Microsoft Dynamics
• Database Connections: Direct database queries and updates
• File Processing: Handle documents, images, and data files

🚀 Best Practices

Design Principles

• Keep It Simple: Start with simple workflows and add complexity gradually
• Error Handling: Always include error handling and recovery mechanisms
• Testing: Thoroughly test workflows before production deployment
• Documentation: Document workflow purpose, logic, and dependencies

Performance Optimization

• Parallel Processing: Use parallel actions where possible
• Caching: Cache frequently accessed data
• Batch Operations: Group similar operations for efficiency
• Resource Management: Monitor and optimize resource usage

Security Considerations

• Data Minimization: Only process necessary data
• Access Controls: Implement proper permission checks
• Encryption: Protect sensitive data in all workflow steps
• Audit Trails: Maintain comprehensive logs for compliance

🛠️ Troubleshooting

Common Issues

• Authentication Failures: Check service credentials and permissions
• Timeout Errors: Adjust timeout settings for slow external services
• Data Format Issues: Validate data formats between workflow steps
• Rate Limiting: Implement proper rate limiting for external APIs

Debugging Tools

• Workflow Logs: Detailed execution logs with timestamps
• Step-by-Step Tracing: Follow data through each workflow step
• Error Details: Comprehensive error messages and stack traces
• Test Mode: Execute workflows in test mode with sample data

📋 Workflow Templates

Pre-built Templates

Get started quickly with proven workflow patterns:

• Customer Support: Automated ticket routing and response
• Lead Qualification: Automated lead scoring and routing
• Appointment Scheduling: Calendar integration and confirmation
• Data Synchronization: Keep multiple systems in sync

Custom Templates

Create reusable templates for your organization:

• Template Library: Store and share workflow templates
• Parameterization: Make templates configurable for different use cases
• Version Control: Track changes and maintain template versions
• Team Sharing: Collaborate on workflow development

Workflows transform your AIVAH agents from reactive responders to proactive automation engines that can handle complex, multi-step business processes autonomously.