Instant Demo Follow-Up Workflow

Setting up this workflow

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Step 1: Select your triggering event

For this workflow, our trigger will be a finished call. When a new call transcript appears on your call notetaker, AutoPilot will start executing the next actions. We're showing this example with Fireflies AI, but you can use Gong or other tools and the process will be the same.

On your Flowla dashboard, navigate to AutoPilot > Workflows > Create new workflow.

Once you're in the workflow builder, from the panel on the right-hand side scroll down to Fireflies AI and select 'Transcription completed'.

From there, follow the video instructions inside the step to set up your trigger.

Step 2: Add your first action: 'Create room from template'

Once you set up your trigger, click the plus icon at the bottom of your workflow to add a next step.

Scroll down to 'Room' category, and select 'Create room from template' option as seen below.

Once you do, some options to configure this step will appear on the right-hand side panel.

You can select:

• Room template to be used to create the room
• Which person from your team will be the room owner
• Who is the primary contact from your target company
• Room title
• Associated HubSpot deal or Salesforce opportunity

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You can set these values to be either static or dynamic.

→ If you give them a static value, you will lock in that value for all of the rooms created by this workflow.

‍e.g. If you set the room owner as a specific AE, they will be the room owner for all of the rooms. This makes sense if you have one AE on your team.

→ If you set a dynamic value, the value on that field will change based on context.‍

e.g. Below we've set the room owner to be whomever the call transcript's host is. This ensures that each call's follow-up is done by the team member who had the initial call.

Step 3: Add the summarizer agent to create meeting recap notes

Summarizer agent summarizes & organizes any text according to your instructions. Here, we want it to create a meeting recap note for the call, using the Fireflies transcript.

After you find & add the summarizer agent as the next step, add your instructions. Here's a sample prompt:

Analyze the call transcript. List prospect's top pain points, top priorities, and the next steps in the process that were discussed during the call.

After you set up the summarizer agent, now it's time to make sure its output is added to your deal room.

Add a new step to the workflow and from the Room category, select 'Fill AutoPilot variable in a room'.

From the right panel, make your adjustments. Make sure the room field is set to dynamic and you select the room output from Step 2. Then you need to set the variable value to be dynamic, and the value to be the linked to Summarizer agent's step so it grabs its output.

Step 4: Add email composer agent

The next step you need to add is the email composer agent, which will generate a personalized email based on your instructions. Below is an example prompt you can use for this workflow:

Using info from the call transcript and the Summarizer agent's notes, compose a personalized follow-up email for this company.

Step 5: Set up how the follow up email will be sent

We're almost there! Now all you need to do is add the 'Send Email' step to your workflow. You can find this on the right panel under Email.

For the best practices on how to configure this step, see the walkthrough below.

Notice the 'Add to queue for review' toggle at the very top?

When this setting is off, the emails will be automatically sent to prospects once the AI agents write them.

But if you'd like more control over AI actions, you can turn this toggle on, and AutoPilot will send it to the review queue, so the drafted email can be reviewed, edited if necessary, and approved by the AE who owns the deal.

If you'd like to learn more about the review queue, what it looks like, and how it functions, here is a deep dive article that covers it.

Once you finish making all your adjustments, save the workflow from the button on the upper right corner.

All done! Here's a sample result:

You've set the workflow live! Now when there's a new call transcript on your notetaker tool, all the steps will be executed according to your prompts and a sample follow up email like the one below will be sent to your prospects. Then every action will be recorded to your CRM.

If you checked the 'Add to queue for review' toggle, it will wait in your review queue until you approve it to be sent. Here's what it looks like on the queue ↓