Setting up this workflow

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Step 1: Set up your trigger

For this workflow, our trigger will be a new visitor in your room. AutoPilot will start executing actions when a new contact appears on a room link. 

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 Room, choose 'Room viewed by a contact for the first time'.

Once you choose the trigger, click on 'Add scope' on the right panel. This step is optional, but highly suggested to ensure your stakeholder engagement & multithreading system is perfectly tailored to your company's process.

After you click add scope, you will have the option to trigger this workflow only for a specific room, or for rooms created from a specific template. We suggest you set a room template. This will ensure the multithreading workflow will work only for your demo follow-up rooms, POC rooms, etc. and not interfere with, for example, your onboarding rooms.

Step 2: Enrich the contact

Now, add a new action step by clicking the plus icon at the bottom of the workflow tree, and select 'Enrich contact'.

This will fetch information about the new room visitor, like their full name, job title, LinkedIn profile, phone number, and more.

After you add the step, set the email to a dynamic value, and from the dropdown menu that appears, select the trigger step, 'Room viewed by a contact for the first time'.

From there, choose contact's email. If you're email-gating your room links like most of our users, this will be a data that you're reliably collecting from all visitors, making it perfect to use for enrichment.

Step 3: Analyze stakeholder engagement & interests

On top of our contact enrichment, another data point that would be helpful for us is which topics this stakeholder is the most interested in.

Add a new step, and select Flowla's 'Data analyzer' agent. This AI agent analyzes data to extract actionable insights from it.

Fill out the additional instructions field to guide the agent. Here's the prompt we've used:

Analyze contact's room engagement. Return up to 3 bullet points on what they're the most interested in based on the steps & materials they've viewed, and how much time they spent on each.

Step 4: Configure the Slack message that will notify your team

Now we'll put it all together - as a next step, select 'Send a Slack message'. Here, you'll have plenty of options to configure the message to just how you want it. Below are our best-practice suggestions.

Room → Set it to dynamic value, and select Room from triggering 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 → If you select a Slack user, set the value to dynamic, and select 'room owner email'. This way, whichever team member's deal room gets a new visitor, they will be notified.

Or you can choose to notify an entire Slack channel. Your Flowla - Slack integration will pull all your Slack channels & list them as options for you to choose from.

Then it's time to fine-tune the message. You can include as many variables as you like, from all of the previous steps in the workflow.

In the image below, you can see an example message we've composed. The variables we chose to include are:

• Room title & team member who owns the room
• Visitor's full name, email, phone number, job role, and LinkedIn profile URL
• Output from data analyzer AI agent, which looked at the visitor's room engagement behavior to understand their interests & priorities.

Step 5: Have the AI agent compose an intro email

We're almost there! As a next step, select the 'Email composer' AI agent. From the additional instructions field, give it detailed directions. Below is the prompt we've used:

Write an intro email for the new room visitor. Tailor the email according to their job role, their engagement & interests in the deal room provided by the data analyzer agent, and the overall context of the deal.

Step 6: Set up how the intro email will be sent

Our final task is going to be adding the 'Send Email' step to your workflow. You can find this on the right panel under Email.

Here are some tips on how to configure this step:

Room → Set it to dynamic value, and select Room from the triggering step.

From → Among dynamic values, select room owner's email from the triggering step. This will ensure that intros to new stakeholders will be made by team members who own the room that that stakeholder visited.

To → Choose dynamic value again, and select contact email from the triggering step. This is the email of the room visitor.

Email → For email subject and body, select the respective outputs of the previous step, email composer. If you'd like to add additional static or dynamic details to the emails, add them.

And finally, it is suggested to turn on the 'Add to queue for review' toggle at the top. This means that when the AI agents draft the email, AutoPilot sends the email draft to the review queue of the team member who owns the deal room. They can review the draft, edit if necessary, and approve it to be sent immediately.

This keeps you in the loop and gives you more control over AI actions.

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.

Step 7: Review email, tweak it, and send

We're all done! Now whenever a new stakeholder appears in a deal room, they're enriched & their behavior is analyzed. Your team is notified on Slack, and a customized intro email is drafted for them.

When the email is ready to go, it will land in the review queue of the AE who owns the room & the deal.

Here's how it looks like in the queue ↓