Setting up this workflow

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Step 1: Select your trigger

For this workflow, our trigger will be a closed won deal on your CRM. If a deal's status moves to closed won, the workflow will start preparing the sales-to-CS handoff notes and all following actions for a smooth kickoff.

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 under HubSpot, choose 'Deal stage changed'.

P.S.: We're setting up this workflow with HubSpot as a CRM, but you can also build it with Salesforce.

When you select the trigger, some options will appear on the right panel to configure it further. Click on the Deal stage dropdown menu.

Notice that the integration has automatically pulled all the deal stages you have set up on your CRM. Select 'Closed won', or its equivalent for you.

Step 2: Fetch meeting notes from your CRM

To be able to create handoff notes, Flowla's AI agents will need context on what has been discussed, and what next steps were decided for the onboarding kickoff. To provide them with this context, we'll rely on CRM data, as that's your source of truth on deals.

Under Find in HubSpot, select 'Find meetings on HubSpot deal'. Then configure this step as seen below to gather all data related to the closed won deal.

Step 3: Get AI agents to build handoff notes

Now we'll be adding our AI agent which will generate our handoff notes. From AI agents, select 'Summarizer'.

This agent works with a direct prompt, so you can give it detailed directions from the 'Additional instructions' box.

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

Analyze all of the call & meeting transcripts and notes on the HubSpot deal. Draft a handoff summary detailing key goals, dependencies, stakeholders, and deadlines.

Step 4: Make the onboarding section in the room visible

Most of our users' rooms used for sales includes a section dedicated to onboarding. This section remains either completely hidden, or visible but locked until the deal is closed.

In this workflow, we're also featuring this popular use case. After the handoff notes are generated, we need to make the onboarding section visible.

To do that, select 'Change room section visibility' under Room.

Once there, set Room section to dynamic value, and select the 'Room' value from the first triggering step. This will make sure that this room section visibility change will affect the room that is associated with the closed won HubSpot deal.

Then select the room section that will need to become visible, and set Access to 'Visible'.

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If you'd rather build a brand new room dedicated for onboarding after a deal is closed won, that's also possible! We can walk you through how it works within a 15-minute chat that you can book here.

Step 5: Fetch room details for Slack notification

We're almost there! To be able to fully customize the Slack message with different variables and data about the closed won deal and the room, we need to pull all that information to our workflow.

Go to Find on Flowla section, and select 'Find room details'.

Then simply select the trigger step on this workflow which is from HubSpot, and from the dropdown menu, choose 'Room'.

Now all the information from the deal room that is associated with the closed won deal will be usable in our next step.

Step 6: Configure the Slack notification

For our final step, select 'Send a Slack message' action from the options on the right panel. Then configure the step according to the best practice suggestions below:‍

Room → Set it to dynamic value, and select Room from trigger step's values. This will ensure you'll be able to use room-related variables in the following steps & message.

Where the message will be sent → Here you can choose to send the message to a specific user, like the room owner, by selecting the dynamic value option and choosing the room owner.

But since this is a sales-to-CS handoff workflow, we recommend notifying the entire Slack channel for team alignment purposes. Your Flowla - Slack integration will pull all your Slack channels & list them as options for you to choose from.

Then, all you need to do is type the message that the notification will include. You can add as many variables as you like and really go into detail. In the image below, you can see the example we went with that you can steal:

All done! Here are the sample handoff notes:

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 new closed won deal on your CRM, the workflow will draft sales-to-CS handoff notes customized for that deal, unlock the onboarding section on the deal room, and notify your team on Slack.

Below you can see how all this will look like on Slack: