Setting up this workflow

‍

Step 1: Set up your trigger

For this workflow, our trigger will be a period of inactivity in a room. If there are no visitors inside a room for a predetermined period of time, AutoPilot will reengage inactive customers through a set of actions that we will set up.

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

In the workflow builder, from the panel on the right-hand side under 'Room', choose 'Room has no activity for a set amount of time'.

After you select your trigger, an option to set a time delay will appear on the right panel, as in the image above. This delay will determine how long the period of inactivity should be for the workflow to consider it a stalled deal.

You can set it for minutes or days. For this example workflow, we chose 7 days.

Afterwards, we recommend you click on Add scope and determine for which rooms this workflow should run. It is best if you select a template, so this workflow will reengage inactive customers from all of the rooms that are created from that template.

Step 2: Connect an action to your trigger

Now it's time to add the first action that will follow the trigger. We need to make sure room context is readily available, so the AI agents in the workflow can generate super personalized & relevant check-ins and messages.

Under 'Find in Flowla' on the right panel, select 'Find room context'.

From there, all you need to do make the Room option dynamic, and select the dynamic value to be the Room from the trigger step. This will populate the room context for each room that enters the workflow.

Step 3: Set conditions to stop the workflow

If the room context is not available for some reason, then AI agents won't be able to write relevant content in order to reengage inactive customers. In that scenario, we would want the workflow to stop.

From Miscellaneous, select 'Stop workflow with conditions'. Then add a condition based on the previous step, which is Find room context, and select 'Does not exist'.

This means that if the previous step fails to fetch the room context data, then the workflow will stop - ensuring re-engagement actions will be executed only for rooms that have context.

Step 4: Have AI agents write the re-engagement email

Now we're getting to the fun part - adding the smart AI agents. From the panel on the right, pick 'Email composer'.

This agent is able to work with a direct prompt, so you can go ahead and give it detailed directions from the 'Additional instructions' box.

Here's a sample prompt we've used for this workflow:

There has not been any activity in this room for 7 days. Write a check in email, and make sure to include relevant points from room context like next steps, last materials viewed, where the process was left off, and anything else that will be helpful to move the process along.

Step 5: Configure email settings

Now it's time to fine-tune how your email is going to be sent. Under Email, find the 'Send email' action.

Since this email will be sent directly to customers, it makes sense to take advantage of the review queue. When the 'Add to queue for review' toggle is on, the workflow sends the AI-drafted emails to a review queue to be approved by the AE who owns the deal.

This gives your team full control over automated actions, and ensures you're in charge when it matters. To learn more about the review queue, read this article.

Set the Room field to dynamic value, and from the dropdown menu select Room has no activity for a set amount of time > Room. This will give you access to all the room-related variables which you can use when setting up the rest of the email sending settings.

From there, determine:

• Who will be the sender of the emails
• Who are the recipients
• What the email structure should be like

For all of these values, it is best practice to set dynamic values that reference earlier steps in the workflow to make your workflows as smart & efficient as possible.

If you have questions or would like a quick, personal walkthrough on how you can set up this workflow for your company, book a quick 15-minute chat here.

Step 6: Automatically update CRM properties

We're on our final step! If a deal is stalled or going cold, you might want to make updates to your CRM properties. You can either do this by logging into your CRM, but to save you the manual admin work, we've automated that process too.

For this workflow, we're updating the deal stage on HubSpot. From the right-hand side panel, go to HubSpot > Change deal stage.

Here, select the dynamic 'HubSpot deal' value from the first trigger step. This will find the HubSpot deal associated with the room that entered the workflow due to inactivity.

‍Then, a dropdown menu with all the deal stages from your HubSpot will appear.

Choose what the new deal stage of this deal should be, and Flowla AutoPilot will handle the rest for you.

All done! Here's a sample output:

After you finalize your workflow and save it from the button on the top-right corner, it will be live.

Now any time there's a stalled deal, meaning, when there are no visitors or engagement in a Flowla room for a set time period, the workflow will start executing the actions we just set up to re-engage inactive customers, which include a personalized check-in email.

Below you can find an example output generated by AI agents: