# http://www.workflow86.com llms-full.txt ## AI-Powered Workflow Automation ![](https://framerusercontent.com/images/a7CqME9yDlbkWuN9DtKYVwig60.jpg) Why Workflow86 ## AI + humans + code = automation that actually works - ![](https://framerusercontent.com/images/JLa7Qu7SULIJRjCmDdPsFKJSs.svg) Form Builder - ![](https://framerusercontent.com/images/B6JHH0EQM0jR6clDgoqV8Fc4NA.svg) Assign Task - ![](https://framerusercontent.com/images/6JTjtaV1oghw7aGE0dYPiQ7Q4U.svg) Query Database - ![](https://framerusercontent.com/images/C9a6IiYzwBiA5PUDrBOPccRuwWI.svg) Update Database - ![](https://framerusercontent.com/images/Q9DgLA72xU7cSL3sJP1TA61uto.svg) Create Database Record - ![](https://framerusercontent.com/images/92hrDq1TYG0Vgjtm7CjanYBLC8.svg) Email - ![](https://framerusercontent.com/images/CWtpXGfBdiuuLKeL4wlvpsKc4YY.svg) Conditional Logic - ![](https://framerusercontent.com/images/JLa7Qu7SULIJRjCmDdPsFKJSs.svg) Form Builder - ![](https://framerusercontent.com/images/B6JHH0EQM0jR6clDgoqV8Fc4NA.svg) Assign Task - ![](https://framerusercontent.com/images/6JTjtaV1oghw7aGE0dYPiQ7Q4U.svg) Query Database - ![](https://framerusercontent.com/images/C9a6IiYzwBiA5PUDrBOPccRuwWI.svg) Update Database - ![](https://framerusercontent.com/images/Q9DgLA72xU7cSL3sJP1TA61uto.svg) Create Database Record - ![](https://framerusercontent.com/images/92hrDq1TYG0Vgjtm7CjanYBLC8.svg) Email - ![](https://framerusercontent.com/images/CWtpXGfBdiuuLKeL4wlvpsKc4YY.svg) Conditional Logic - ![](https://framerusercontent.com/images/JLa7Qu7SULIJRjCmDdPsFKJSs.svg) Form Builder - ![](https://framerusercontent.com/images/B6JHH0EQM0jR6clDgoqV8Fc4NA.svg) Assign Task - ![](https://framerusercontent.com/images/6JTjtaV1oghw7aGE0dYPiQ7Q4U.svg) Query Database - ![](https://framerusercontent.com/images/C9a6IiYzwBiA5PUDrBOPccRuwWI.svg) Update Database - ![](https://framerusercontent.com/images/Q9DgLA72xU7cSL3sJP1TA61uto.svg) Create Database Record - ![](https://framerusercontent.com/images/92hrDq1TYG0Vgjtm7CjanYBLC8.svg) Email - ![](https://framerusercontent.com/images/CWtpXGfBdiuuLKeL4wlvpsKc4YY.svg) Conditional Logic - ![](https://framerusercontent.com/images/x37BzX0foktIs54lYD3z0RlcvEM.svg) Branch Paths - ![](https://framerusercontent.com/images/YHFG2BOG9MB7whINlcau9BVIlk.svg) Merge Paths - ![](https://framerusercontent.com/images/8BYCyUWVscZwjni66pMVFwCABdA.svg) API Request - ![](https://framerusercontent.com/images/YTIUaCHbyhBdfQNNtHcRl1eL1o.svg) Webhook - ![](https://framerusercontent.com/images/WIo8OOKo8EjJwAFSjZUs6oOsno.svg) Run Code - ![](https://framerusercontent.com/images/JLa7Qu7SULIJRjCmDdPsFKJSs.svg) Form Section - ![](https://framerusercontent.com/images/L6Ad81rItVUFJbzKWtrdjTpkr7c.svg) Loop Through List - ![](https://framerusercontent.com/images/x37BzX0foktIs54lYD3z0RlcvEM.svg) Branch Paths - ![](https://framerusercontent.com/images/YHFG2BOG9MB7whINlcau9BVIlk.svg) Merge Paths - ![](https://framerusercontent.com/images/8BYCyUWVscZwjni66pMVFwCABdA.svg) API Request - ![](https://framerusercontent.com/images/YTIUaCHbyhBdfQNNtHcRl1eL1o.svg) Webhook - ![](https://framerusercontent.com/images/WIo8OOKo8EjJwAFSjZUs6oOsno.svg) Run Code - ![](https://framerusercontent.com/images/JLa7Qu7SULIJRjCmDdPsFKJSs.svg) Form Section - ![](https://framerusercontent.com/images/L6Ad81rItVUFJbzKWtrdjTpkr7c.svg) Loop Through List - ![](https://framerusercontent.com/images/x37BzX0foktIs54lYD3z0RlcvEM.svg) Branch Paths - ![](https://framerusercontent.com/images/YHFG2BOG9MB7whINlcau9BVIlk.svg) Merge Paths - ![](https://framerusercontent.com/images/8BYCyUWVscZwjni66pMVFwCABdA.svg) API Request - ![](https://framerusercontent.com/images/YTIUaCHbyhBdfQNNtHcRl1eL1o.svg) Webhook - ![](https://framerusercontent.com/images/WIo8OOKo8EjJwAFSjZUs6oOsno.svg) Run Code - ![](https://framerusercontent.com/images/JLa7Qu7SULIJRjCmDdPsFKJSs.svg) Form Section - ![](https://framerusercontent.com/images/L6Ad81rItVUFJbzKWtrdjTpkr7c.svg) Loop Through List - ![](https://framerusercontent.com/images/tgsJwmmRC7CEFhoEAr3vUi53MCw.svg) AI Assistant - ![](https://framerusercontent.com/images/ksGldjsDUAm7Vzkx9B8FsX3pA8.svg) Trigger via Email - ![](https://framerusercontent.com/images/egKvnGCzCOCU0UKTq3IG12D5t7w.svg) Trigger from another Workflow - ![](https://framerusercontent.com/images/gE5CU8vetl9jLdeVslzXuQ7etw.svg) Schedule Start - ![](https://framerusercontent.com/images/FSqsdTgl3LQy77Sb6Xh3jj7iUk.svg) Parse JSON - ![](https://framerusercontent.com/images/S2aMO1u4o5LnTIOOBJ6OtJyZYM.svg) Document Generator - ![](https://framerusercontent.com/images/In2t8MZp2jTrVV69A2D3Vfb7aY.svg) Session Variables - ![](https://framerusercontent.com/images/tgsJwmmRC7CEFhoEAr3vUi53MCw.svg) AI Assistant - ![](https://framerusercontent.com/images/ksGldjsDUAm7Vzkx9B8FsX3pA8.svg) Trigger via Email - ![](https://framerusercontent.com/images/egKvnGCzCOCU0UKTq3IG12D5t7w.svg) Trigger from another Workflow - ![](https://framerusercontent.com/images/gE5CU8vetl9jLdeVslzXuQ7etw.svg) Schedule Start - ![](https://framerusercontent.com/images/FSqsdTgl3LQy77Sb6Xh3jj7iUk.svg) Parse JSON - ![](https://framerusercontent.com/images/S2aMO1u4o5LnTIOOBJ6OtJyZYM.svg) Document Generator - ![](https://framerusercontent.com/images/In2t8MZp2jTrVV69A2D3Vfb7aY.svg) Session Variables - ![](https://framerusercontent.com/images/tgsJwmmRC7CEFhoEAr3vUi53MCw.svg) AI Assistant - ![](https://framerusercontent.com/images/ksGldjsDUAm7Vzkx9B8FsX3pA8.svg) Trigger via Email - ![](https://framerusercontent.com/images/egKvnGCzCOCU0UKTq3IG12D5t7w.svg) Trigger from another Workflow - ![](https://framerusercontent.com/images/gE5CU8vetl9jLdeVslzXuQ7etw.svg) Schedule Start - ![](https://framerusercontent.com/images/FSqsdTgl3LQy77Sb6Xh3jj7iUk.svg) Parse JSON - ![](https://framerusercontent.com/images/S2aMO1u4o5LnTIOOBJ6OtJyZYM.svg) Document Generator - ![](https://framerusercontent.com/images/In2t8MZp2jTrVV69A2D3Vfb7aY.svg) Session Variables #### All-in-one platform combining the best of AI, human-in-the-loop and code The powerful capabilities of AI combined with the assurance of human-in-the-loop, maximum flexibility with custom code, and built-in forms, tables and integrations for automating more work with fewer apps [Explore all features](https://www.workflow86.com/all-features) ✨ AI Copilot ## Implement in minutes with AI Copilot Just describe the operations or process you want to automate, and our **AI Copilot** will plan and build it for you. Once a process has been created, it can continue to edit, change or completely redesign the entire flow based on your instructions. [Learn more](https://www.workflow86.com/ai-features) ![](https://framerusercontent.com/images/2VkAo6ljhH14og637dPBl42j1c.png) 1. #### Describe your automation ![](https://framerusercontent.com/images/sPSKdT8SkixRRKBBXnRgF5WdT8.svg) Describe what you want to automate. You can even upload an image of a flow or process diagram. The AI Copilot will ask additional questions if it needs more information from you. 2. #### AI builds your automation ![](https://framerusercontent.com/images/2VkAo6ljhH14og637dPBl42j1c.png) AI Copilot will analyze the requirements, develops a plan and then build the entire automation, including configuring every single step, action and component. 3. #### Edit manually or with AI ![](https://framerusercontent.com/images/o7HB40ZtV9UQiTI0ZtihHp02NzI.png) You can manually edit the automation at any time or ask the AI Copilot to edit any individual step or the entire workflow at once. Just describe the changes, updates or improvements. ![](https://framerusercontent.com/images/0U7qcXyGcFyyyuVJD61TKuLR8.png) ## Use AI to intelligently automate work Leverage AI to perform tasks in your workflows including content generation, data analysis, extracting values, web research and more. Flexible AI components that perform tasks as part of a workflow Generate content, analyze data, extract values and more Multi-modal models with vision for image inputs and tasks Choose from a range of models from Open AI, Anthropic and more ## Keep humans in the loop with tasks Many business processes require a mixture of automation and human-in-the-loop steps. Workflow86 comes a built-in task manager which pauses a workflow until a task is completed, such as a review and approval or follow-on form is submitted. Build tasks in an easy to use drag-and-drop form builder Assign tasks to internal or external team members and stakeholders Manage your tasks across workflows in a single Task Inbox ![](https://framerusercontent.com/images/Mk4Q1q8dBUoVNMsPJ2SuLhrW9w.jpg) ![workflow orchestrator](https://framerusercontent.com/images/gcwvLVmLYY4FizoevvJOCN8cEM.jpeg) ## Set up powerful, reliable custom flows Workflow86 is powered by an advanced orchestration engine to reliably coordinate the execution of AI, human-in-the-loop and code steps. Control even the most complex processes with full tracking of every step, reply and re-run steps and merge or converge paths, create loops, parallel runs and more. Run hundreds of actions in parallel Split workflow into multiple paths using conditionals (if this then that) Converge paths and branches back together Migrate in-progress workflow runs to newer versions Run or re-run a workflow at any point or node - ![](https://framerusercontent.com/images/ptZVVjPOjAassEEsOXRVrWyspM.svg) Google Apps - ![](https://framerusercontent.com/images/nD3mWqbW4HIQFJhGooNySIHoBw.jpg) Confluence - ![](https://framerusercontent.com/images/Pk2rPYcrsJAm7xqxzgR4musuEw.png) PagerDuty - ![](https://framerusercontent.com/images/37OJXB6462X4NG3zttNvRhH1jE.svg) Zendesk - ![](https://framerusercontent.com/images/gbgJz2fiTa8e75VMznL50rADAQI.png) Airtable - ![](https://framerusercontent.com/images/ptZVVjPOjAassEEsOXRVrWyspM.svg) Google Apps - ![](https://framerusercontent.com/images/nD3mWqbW4HIQFJhGooNySIHoBw.jpg) Confluence - ![](https://framerusercontent.com/images/Pk2rPYcrsJAm7xqxzgR4musuEw.png) PagerDuty - ![](https://framerusercontent.com/images/37OJXB6462X4NG3zttNvRhH1jE.svg) Zendesk - ![](https://framerusercontent.com/images/gbgJz2fiTa8e75VMznL50rADAQI.png) Airtable - ![](https://framerusercontent.com/images/ptZVVjPOjAassEEsOXRVrWyspM.svg) Google Apps - ![](https://framerusercontent.com/images/nD3mWqbW4HIQFJhGooNySIHoBw.jpg) Confluence - ![](https://framerusercontent.com/images/Pk2rPYcrsJAm7xqxzgR4musuEw.png) PagerDuty - ![](https://framerusercontent.com/images/37OJXB6462X4NG3zttNvRhH1jE.svg) Zendesk - ![](https://framerusercontent.com/images/gbgJz2fiTa8e75VMznL50rADAQI.png) Airtable - ![](https://framerusercontent.com/images/Ah4hUuFz7o3ARYzcMdw1rvZMjsY.svg) ClickUp - ![](https://framerusercontent.com/images/ww9noa9z7PxXtugFjFF1wfH6B8.png) Salesforce - ![](https://framerusercontent.com/images/tn8wWDSeYjN33Z0jz20aOj5vzQk.jpg) Mailchimp - ![](https://framerusercontent.com/images/RJWowhxqGnBlbuWfqbAFvWE0To.png) Apollo - ![](https://framerusercontent.com/images/UlereE190PRrBxzTlZ7lZV9dI3A.svg) Twilio - ![](https://framerusercontent.com/images/Ah4hUuFz7o3ARYzcMdw1rvZMjsY.svg) ClickUp - ![](https://framerusercontent.com/images/ww9noa9z7PxXtugFjFF1wfH6B8.png) Salesforce - ![](https://framerusercontent.com/images/tn8wWDSeYjN33Z0jz20aOj5vzQk.jpg) Mailchimp - ![](https://framerusercontent.com/images/RJWowhxqGnBlbuWfqbAFvWE0To.png) Apollo - ![](https://framerusercontent.com/images/UlereE190PRrBxzTlZ7lZV9dI3A.svg) Twilio - ![](https://framerusercontent.com/images/Ah4hUuFz7o3ARYzcMdw1rvZMjsY.svg) ClickUp - ![](https://framerusercontent.com/images/ww9noa9z7PxXtugFjFF1wfH6B8.png) Salesforce - ![](https://framerusercontent.com/images/tn8wWDSeYjN33Z0jz20aOj5vzQk.jpg) Mailchimp - ![](https://framerusercontent.com/images/RJWowhxqGnBlbuWfqbAFvWE0To.png) Apollo - ![](https://framerusercontent.com/images/UlereE190PRrBxzTlZ7lZV9dI3A.svg) Twilio ## Integrate with your systems and apps Trigger actions and events in your existing tools with pre-built integration templates, custom API requests, Webhooks and Code Requests. [Explore integrations](https://www.workflow86.com/integrations) ## Execute custom code for full flexibility Easily deploy and run custom code as part of your workflows to provide full coverage of edge cases. You can write this code yourself or get the built-in AI copilot to write this code for you - just tell it what you need. Run custom JavaScript or Python during a workflow Includes internet access to make requests Securely handles secrets and credentials in code ![](https://framerusercontent.com/images/apuOpl7GiICPKDk8VAoO7iMFpo.jpg) How Workflow86 can automate your operations ## Solutions and Use cases From Sales to HR, Marketing to IT Operations: rapidly deploy automations across your business **Sales** Automate lead management, follow-ups, and pipeline updates to help your sales team close deals faster. Streamline tasks like lead scoring, proposal generation, and order processing for more efficient workflows. **Marketing** Schedule social media posts, trigger personalized email campaigns, and segment audiences automatically. Save time by automating content approvals and performance reporting, so your team can focus on driving engagement. **Legal Ops** Simplify contract management and ensure compliance with automated workflows for approvals, renewals, and policy updates. Track acknowledgments and monitor regulations seamlessly. **Procurement** Automate purchase orders, vendor management, and inventory reordering to keep your supply chain running smoothly. Speed up approvals and gain better insights with automated spend analysis. **Customer Support** Improve response times with automated ticket routing and chatbots that handle common inquiries. Collect feedback and prioritize issues automatically to keep customers satisfied. **HR and People Ops** Enhance employee experiences by automating onboarding, recruitment workflows, and performance reviews. Collect policy acknowledgments and manage time tracking effortlessly. **Finance** Streamline invoice processing, expense approvals, and payroll management with automation. Generate financial reports and handle budget requests more efficiently to save time and improve accuracy. **IT Operations** Automate ticket routing, system monitoring, and software updates to improve IT efficiency. Simplify onboarding, offboarding, and access management for secure and seamless operations. ## What our customers say "We have automated over 15 mission critical business processes using Workflow86…it's been incredibly useful for filling in gaps in our systems" ###### Chief Technology Officer Professional Services Company (5,000+ employees) “…I’m loving the platform so far!  I was planning on implementing a custom React web app for my workflow, but I was able to get it up and running on Workflow86 in under a day.  At the very least, it saved me a few weeks of effort.” ###### Head of Engineering Research and Development Company (50-100 employees) "…without Workflow86 helping us with contract automation…our small team would not have been able to deliver this project…" ###### Business Operations Manager Peak Industry Body (43,000 employed in sector) ## Frequently Asked Questions ##### How does Workflow86 work? ##### Do I need to use the AI? ##### Is Workflow86 AI no-code? ##### What context does the AI use when building or editing a workflow? ##### Does the AI know any secrets or credentials I have stored? ##### Can you help me build a workflow? ## Startautomatingnow 14 days free trial No credit card required [Get access](https://form.workflow86.com/form/57c15fd2-87b4-45cc-8700-7a7da8607f09) [iframe](https://edit.framer.com/?framerSiteId=540354b44382fa2e928f8cd7185acd12253a798c0025ffdd4c92de2f4c551fa2&nodeId=augiA20Il&source=www.workflow86.com&features=%7B%22editorBarDisableFrameAncestorsSecurity%22%3Afalse%2C%22editorBarOnPageEditing%22%3Afalse%7D) ## Approval Workflows Automation ### Streamline and automate reviews Map your review and approval workflows step by step with a combination of human-in-the-loop steps and automation to send messages, generate documents and more. Trigger review and approval tasks, and automatically assign them to the right stakeholders. ![](https://framerusercontent.com/images/srbQ9ropog3UKWqH91d39pnN41s.jpeg) ![](https://framerusercontent.com/images/Mk4Q1q8dBUoVNMsPJ2SuLhrW9w.jpg) ### Internal and external collaboration Review and approval tasks can be assigned to anyone, allowing you to manage multi-party reviews and approvals with ease. Loop in third-party vendors, customers, clients and more into your reviews and approvals. ### Track and audit every step Track every review and approval step from start to finish, with full visibility on where your workflow is at, and who it has been assigned to in real-time. ![](https://framerusercontent.com/images/I4cnQ3bogebqofNaCo8nAeHME.jpg) ## Startautomatingnow 14 days free trial No credit card required [Get access](https://form.workflow86.com/form/57c15fd2-87b4-45cc-8700-7a7da8607f09) [iframe](https://edit.framer.com/?framerSiteId=540354b44382fa2e928f8cd7185acd12253a798c0025ffdd4c92de2f4c551fa2&nodeId=Ar1v9kyDR&source=www.workflow86.com&features=%7B%22editorBarDisableFrameAncestorsSecurity%22%3Afalse%2C%22editorBarOnPageEditing%22%3Afalse%7D) ## Vulnerability Disclosure Policy At Workflow86, the security of our platform and the data of our users is a top priority. We recognize the important role that security researchers and our community play in identifying vulnerabilities and helping us improve. This Vulnerability Disclosure Policy outlines how to report potential security issues and what you can expect from us in response. ### Our Commitment to Security Workflow86 is a no-code platform for building and automating business processes, trusted by organizations across various industries. Security is built into our platform at every layer—from infrastructure to application logic. We’re committed to maintaining a secure environment and continuously improving our systems to safeguard user data and workflows. ### Reporting a Vulnerability If you believe you've discovered a security vulnerability in Workflow86, we want to hear from you. Please report it responsibly using the link below [Report a vulnerability](https://form.workflow86.com/form/77e73845-95f3-47a8-8429-f21fb2153ec4) ## Startautomatingnow 14 days free trial No credit card required [Get access](https://form.workflow86.com/form/57c15fd2-87b4-45cc-8700-7a7da8607f09) [iframe](https://edit.framer.com/?framerSiteId=540354b44382fa2e928f8cd7185acd12253a798c0025ffdd4c92de2f4c551fa2&nodeId=RyvhCqvRC&source=www.workflow86.com&features=%7B%22editorBarDisableFrameAncestorsSecurity%22%3Afalse%2C%22editorBarOnPageEditing%22%3Afalse%7D) ## AI Workflow Automation ## Use AI to intelligently automate work AI components allow you to add AI action steps and use Large Language Models to perform tasks in your workflows such as content generation, data analysis, extracting values and more. Flexible AI components that can be set to perform tasks as part of a workflow Generate content, analyze data, extract values and more Multi-modal models with vision for image inputs and tasks Choose from a range of models from OpenAI and more coming soon ![](https://framerusercontent.com/images/0U7qcXyGcFyyyuVJD61TKuLR8.png) ![](https://framerusercontent.com/images/YPfi9ajABuUnmLM7R6bvTXcOU.jpeg) ## Automate complex work with confidence Workflow86 is powered by an advanced orchestration engine to reliably coordinate the execution of AI, human-in-the-loop and code steps. Control even the most complex processes with full tracking of every step, reply and re-run steps and merge or converge paths, create loops, parallel runs and more. Run hundreds of actions in parallel Split workflow into multiple paths using conditionals (if this then that) Converge paths and branches back together Migrate in-progress workflow runs to newer versions Run or re-run a workflow at any point or node ## Keep humans in the loop with tasks Many business processes require a mixture of automation and human-in-the-loop steps. Workflow86 comes a built-in task manager which pauses a workflow until a task is completed, such as a review and approval or follow-on form is submitted. Build tasks in an easy to use drag-and-drop form builder Assign tasks to internal or external team members and stakeholders Manage your tasks across workflows in a single Task Inbox ![](https://framerusercontent.com/images/Mk4Q1q8dBUoVNMsPJ2SuLhrW9w.jpg) ![](https://framerusercontent.com/images/Ftslx4HQhia10GMsyqcCyv0c.png) ## Powerful online forms with advanced logic Easily create forms for data collection and intake that can trigger workflows when submitted. Build online forms with powerful features like conditional logic to control visibility, pre-fill values, redirection to additional forms and more. Built-in online form builder with an easy to use drag and drop interface Advanced logic to control visibility, prefill answers and more Trigger workflows when a form is submitted [Open Form Demo](https://app.workflow86.com/) ## Replace spreadsheets with built-in tables Replace your spreadsheets with our built-in tables. Designed to work effortlessly within your workflows. Create, update and query records in a workflow Manually add, review and update records Store data across multiple workflows ![](https://framerusercontent.com/images/WuvU4vIvlsp1pscKZP9f4POI4B4.jpg) ![](https://framerusercontent.com/images/apuOpl7GiICPKDk8VAoO7iMFpo.jpg) ## Run custom code for full flexibility Easily deploy and run custom code as part of your workflows to provide full coverage of any edge cases. Run custom JavaScript or Python during a workflow Includes internet access to make requests Securely handles secrets and credentials in code ## Startautomatingnow 14 days free trial No credit card required [Get access](https://form.workflow86.com/form/57c15fd2-87b4-45cc-8700-7a7da8607f09) [iframe](https://edit.framer.com/?framerSiteId=540354b44382fa2e928f8cd7185acd12253a798c0025ffdd4c92de2f4c551fa2&nodeId=I6i_qYP2t&source=www.workflow86.com&features=%7B%22editorBarDisableFrameAncestorsSecurity%22%3Afalse%2C%22editorBarOnPageEditing%22%3Afalse%7D) ## Automation Solutions ## Startautomatingnow 14 days free trial No credit card required [Get access](https://form.workflow86.com/form/57c15fd2-87b4-45cc-8700-7a7da8607f09) [iframe](https://edit.framer.com/?framerSiteId=540354b44382fa2e928f8cd7185acd12253a798c0025ffdd4c92de2f4c551fa2&nodeId=g02XTCy7E&source=www.workflow86.com&features=%7B%22editorBarDisableFrameAncestorsSecurity%22%3Afalse%2C%22editorBarOnPageEditing%22%3Afalse%7D) ## Sales Automation Solutions ## Startautomatingnow 14 days free trial No credit card required [Get access](https://form.workflow86.com/form/57c15fd2-87b4-45cc-8700-7a7da8607f09) ## Marketing Automation Solutions ## Startautomatingnow 14 days free trial No credit card required [Get access](https://form.workflow86.com/form/57c15fd2-87b4-45cc-8700-7a7da8607f09) ## Procurement Automation ## Startautomatingnow 14 days free trial No credit card required [Get access](https://form.workflow86.com/form/57c15fd2-87b4-45cc-8700-7a7da8607f09) [iframe](https://edit.framer.com/?framerSiteId=540354b44382fa2e928f8cd7185acd12253a798c0025ffdd4c92de2f4c551fa2&nodeId=xEoq0senl&source=www.workflow86.com&features=%7B%22editorBarDisableFrameAncestorsSecurity%22%3Afalse%2C%22editorBarOnPageEditing%22%3Afalse%7D) ## Customer Support Automation ## Startautomatingnow 14 days free trial No credit card required [Get access](https://form.workflow86.com/form/57c15fd2-87b4-45cc-8700-7a7da8607f09) [iframe](https://edit.framer.com/?framerSiteId=540354b44382fa2e928f8cd7185acd12253a798c0025ffdd4c92de2f4c551fa2&nodeId=T83k4xUZe&source=www.workflow86.com&features=%7B%22editorBarDisableFrameAncestorsSecurity%22%3Afalse%2C%22editorBarOnPageEditing%22%3Afalse%7D) ## HR Automation Solutions ## Startautomatingnow 14 days free trial No credit card required [Get access](https://form.workflow86.com/form/57c15fd2-87b4-45cc-8700-7a7da8607f09) [iframe](https://edit.framer.com/?framerSiteId=540354b44382fa2e928f8cd7185acd12253a798c0025ffdd4c92de2f4c551fa2&nodeId=HMic0YvrH&source=www.workflow86.com&features=%7B%22editorBarDisableFrameAncestorsSecurity%22%3Afalse%2C%22editorBarOnPageEditing%22%3Afalse%7D) ## Finance Automation Solutions ## Startautomatingnow 14 days free trial No credit card required [Get access](https://form.workflow86.com/form/57c15fd2-87b4-45cc-8700-7a7da8607f09) [iframe](https://edit.framer.com/?framerSiteId=540354b44382fa2e928f8cd7185acd12253a798c0025ffdd4c92de2f4c551fa2&nodeId=nOUNeH_4d&source=www.workflow86.com&features=%7B%22editorBarDisableFrameAncestorsSecurity%22%3Afalse%2C%22editorBarOnPageEditing%22%3Afalse%7D) ## IT Operations Solutions ## Startautomatingnow 14 days free trial No credit card required [Get access](https://form.workflow86.com/form/57c15fd2-87b4-45cc-8700-7a7da8607f09) [iframe](https://edit.framer.com/?framerSiteId=540354b44382fa2e928f8cd7185acd12253a798c0025ffdd4c92de2f4c551fa2&nodeId=u2ByxJUcl&source=www.workflow86.com&features=%7B%22editorBarDisableFrameAncestorsSecurity%22%3Afalse%2C%22editorBarOnPageEditing%22%3Afalse%7D) ## Legal Operations Solutions ## Startautomatingnow 14 days free trial No credit card required [Get access](https://form.workflow86.com/form/57c15fd2-87b4-45cc-8700-7a7da8607f09) [iframe](https://edit.framer.com/?framerSiteId=540354b44382fa2e928f8cd7185acd12253a798c0025ffdd4c92de2f4c551fa2&nodeId=KWDMcBSQO&source=www.workflow86.com&features=%7B%22editorBarDisableFrameAncestorsSecurity%22%3Afalse%2C%22editorBarOnPageEditing%22%3Afalse%7D) ## App Integration Solutions ## Connect with anything via webhooks, custom code and APIs Easily connect to any app with an API using webhooks, HTTPS components and custom code that can also make requests ### Make custom requests with code Write custom code in Node JS or Python with the ability to make custom requests ![](https://framerusercontent.com/images/k9TQulx4ScKMPHflmitKnCKHU.svg) ![](https://framerusercontent.com/images/DDMLnD7JDsr8EZGAkJFwMwz1R1w.svg) ### Trigger Workflows with Webhooks Trigger workflows with a secure webhook endpoint allowing you to push data from any source into Workflow86 ### Make custom HTTP requests Make custom HTTP requests using curl as part of a workflow and parse the response back as an output you for downstream components and actions ![](https://framerusercontent.com/images/iMdbZugOErbTLZF9PNAYSVgMc.svg) ![](https://framerusercontent.com/images/YNFKFCEIvlPxbGQjzuxnORcq8RQ.svg) ### Connect to 5,000+ apps with Zapier Use our Zapier connector to trigger a workflow or trigger an action in over 5,000+ apps. ### Requests for integrations delivered at record speed Powered by our own proprietary AI integrations writer and framework, we are able to turn around custom integrations in record-time: an average of 30 minutes when using API keys and 12-24 hours when requiring OAuth credentials. [Request a custom integration](https://form.workflow86.com/form/4e83eb49-83f7-46ad-8f9a-0fa3739f97e8) ## Startautomatingnow 14 days free trial No credit card required [Get access](https://form.workflow86.com/form/57c15fd2-87b4-45cc-8700-7a7da8607f09) [iframe](https://edit.framer.com/?framerSiteId=540354b44382fa2e928f8cd7185acd12253a798c0025ffdd4c92de2f4c551fa2&nodeId=AywG_t1Ko&source=www.workflow86.com&features=%7B%22editorBarDisableFrameAncestorsSecurity%22%3Afalse%2C%22editorBarOnPageEditing%22%3Afalse%7D) ## Workflow86 Automation Solutions # Redefiningthedigitaltransformationofwork ##### Most business processes remain undocumented, manual, fragmented and poorly managed. The key challenge is bridging the gap between those who have the operational knowledge on "how things work" or should work and actually turning that into automated software. This process often comes in the form of **Digital Transformation** projects requiring teams of consultants, hundreds of thousands (or even millions) of dollars in development costs, and many long months (if not years) of implementation. It is expensive, time consuming, and demanding on teams and users who still have to actually keep operations moving along. Our mission is to bring the cost, time and effort of automating complex business processes to near zero. Workflow86 is an AI-first workflow automation platform that does all the heavy lifting when it comes to building custom automated business processes: it designs, drafts, configures and outputs automated workflows with fully configured forms, tables, business logic, integrations, custom code and more. It can also continue to edit, explain, redesign or change any part of any workflow. Built on top of the comprehensive and robust Workflow86 platform, users are able to automate business processes and operations and manage them all in one place. With Workflow86, we see a world where digital transformation of business operations is redefined into something that anyone can get started with, regardless of team size, organization size or budget. # Join our team See our open roles below Can't find a current role? Submit an EOI for a role [Submit EOI](https://form.workflow86.com/form/41b20a8a-e86f-4a78-8cdf-9e8237ea98ce) Backed by ![](https://framerusercontent.com/images/jrKbeTZnLvGPhqeZnnfZlPnuYI.png) ## Startautomatingnow 14 days free trial No credit card required [Get access](https://form.workflow86.com/form/57c15fd2-87b4-45cc-8700-7a7da8607f09) [iframe](https://edit.framer.com/?framerSiteId=540354b44382fa2e928f8cd7185acd12253a798c0025ffdd4c92de2f4c551fa2&nodeId=SLmn7aV7w&source=www.workflow86.com&features=%7B%22editorBarDisableFrameAncestorsSecurity%22%3Afalse%2C%22editorBarOnPageEditing%22%3Afalse%7D) ## Join Our Team # Join our team See our open roles below Can't find a current role? Submit an EOI for a role [Submit EOI](https://form.workflow86.com/form/41b20a8a-e86f-4a78-8cdf-9e8237ea98ce) ## Startautomatingnow 14 days free trial No credit card required [Get access](https://form.workflow86.com/form/57c15fd2-87b4-45cc-8700-7a7da8607f09) [iframe](https://edit.framer.com/?framerSiteId=540354b44382fa2e928f8cd7185acd12253a798c0025ffdd4c92de2f4c551fa2&nodeId=FRBFCVDtD&source=www.workflow86.com&features=%7B%22editorBarDisableFrameAncestorsSecurity%22%3Afalse%2C%22editorBarOnPageEditing%22%3Afalse%7D) ## Workflow86 Terms of Use # TermsandConditions ##### Thank you for choosing to use our products and services (Services). This agreement (Agreement) is between Workflow86 Pty Ltd (“Workflow86”, “us,” “we,” “our” or the “Company”) and the person or entity agreeing to these terms (“you” or the “Customer”). If you are agreeing to this Agreement not as an individual but on behalf of your company, then “you” means your company, and you are binding your company to this Agreement. ##### This Agreement and its terms shall apply unless otherwise expressly replaced by a separate agreement between you and Workflow86. ##### The “Effective Date” of this Agreement is the date which is the earlier of (a) your initial access to or use of the Services (as defined below) or (b) the effective date of the first Order referencing this Agreement. ##### By clicking on the “I agree” (or similar button or checkbox) that is presented to you at the time of your Order or upon accessing the Services, or by using or accessing the Services, you indicate your assent to be bound by this Agreement.  If you do not agree to this Agreement, do not use or access the Services. ##### If you do not agree with these Terms, do continue to use or access the Services. 1. ##### **Scope** ##### These terms govern your use of the Services. These Terms include the Privacy Policy, Site Terms and Conditions, any Orders and any other references to Workflow86 policies and attachments posted at www.workflow86.com (Site) from time to time as though those policies were included in these Terms. If any of the provisions of any applicable Workflow86 policy conflict with these Terms, these Terms have priority, solely to the extent such Terms apply to the Service. 1. ##### **Your Account, Authorized Users and Secondary Users** ##### You are required to register for an Account to access the Services (Account Registration). Any registration information that you provide to us must be accurate, current and complete. You must also update your information so that we may send notices, statements and other information to you by email or through your account. ##### You are responsible for maintaining the confidentiality of your account login credentials including your username and password. You are also responsible for all actions taken through your accounts. ##### Access to the Services may be subject to approval of your Account Registration by Workflow86. Approval of an Account Registration is at the sole discretion of Workflow86, and Workflow86 reserves the right to deny any Account Registration. If your Account Registration is denied, any Fees have been paid will be refunded to you. ##### Only Authorized Users may access and use the Services.  Some Services may allow you to designate different types of Authorized Users, in which case pricing and functionality may vary according to the type of Authorized User. You are responsible for compliance with this Agreement by all Authorized Users, including what Authorized Users do with your data, and for all fees incurred by Authorized Users (or from adding Authorized Users). All use of Services must be solely for the benefit of you or your Affiliates and must be within the Scope of Use. ##### Certain Services may be used as part of your own product or services. Subject to the terms and conditions of this Agreement, you may grant your own customers’ end users (“Secondary Users”) limited rights to use the Services solely so that they may view and interact with such resources.  You may not permit Secondary Users to use the Services for purposes unrelated to supporting your own offerings or grant Secondary Users administrator, configuration or similar use of the Services. ##### You may not charge Secondary Users a specific fee for use of the Services, but you may charge an overall fee for your own offerings. ##### You are responsible for all Secondary Users as “Authorized Users” and are otherwise solely responsible for your own products, support offerings and Secondary relationships.  Notwithstanding anything to the contrary in this Agreement, the Company has no direct or indirect warranty, indemnity or other liability or obligations of any kind to Secondary Users. 1. ##### **Term of Agreement** ##### Except as otherwise specified in your Order, any subscriptions will automatically renew for periods equal to your initial Term (and you will be charged at the then-current rates) unless you cancel your subscription in writing or through your account at the Site. ##### If you cancel, your subscription will terminate at the end of then-current billing cycle, but you will not be entitled to any credits or refunds for amounts accrued or paid prior to such termination. ##### If Workflow86 does not want the Services to renew, then it will provide you written notice to this effect. This notice of non-renewal will be effective upon the conclusion of the then current Term. 1. ##### **Payment of Fees** ##### You agree to pay all Fees in accordance with your Order. Unless otherwise specified in your Order, you will pay all amounts at the time you place your Order. All amounts are non-refundable, non-cancellable and non-creditable unless otherwise specified in this Agreement. In making payments, you acknowledge that you are not relying on future availability of the Service beyond the current agreed Term or any Service upgrades or feature enhancements. ##### You are responsible for any duties, customs fees, or taxes (other than our income tax) associated with the sale of the Services, including any related penalties or interest (Taxes), and you will pay us for the Services without any reduction for Taxes. ##### If we are obligated to collect or pay Taxes, the Taxes will be invoiced to you, unless you provide us with a valid tax exemption certificate authorized by the appropriate taxing authority. If you are required by law to withhold any Taxes from payments to us, you must provide us with an official tax. ##### As part of our commitment to customer satisfaction, you may terminate your initial Order of the applicable Software under this Agreement, for no reason or any reason, by providing notice of termination and returning any applicable Software to Workflow86 no later than thirty (30) days after the Order date for such Software. This termination and refund right applies only to your initial Order and only if you exercise your termination right within the period specified above and does not apply to any Additional Services as specified in your Order. You understand that Workflow86 may change this practice in the future in accordance with the Terms of this Agreement. 1. ##### **Your License** ##### Subject to these Terms, Workflow86 grants you a non-exclusive, non-transferable revocable license to use the Service on a compatible computer, mobile telephone or handheld device (Device) owned or controlled by you for the Designated Period specified in your Order. ##### Unless permitted by law or as otherwise expressly permitted in these Terms, you must not (nor may you authorise any third person to): ##### (i) rent, lease, distribute, license, sub license, sell, transfer, assign, distribute or otherwise provide access to the Service to a third party; ##### (ii) reproduce, modify, adapt, create derivative works of, the Service; ##### (iii) reverse engineer, disassemble, de compile, transfer, exchange or translate the Service or otherwise seek to obtain or derive the source code or API; ##### (iv) remove or tamper with any disclaimers or other legal notices; ##### (v) combine the whole or any part of the Service with any other software, data or material; ##### (v) store or use any part of the data you do not own in an archival database or other searchable database. You must promptly notify us in writing of any breach of these conditions of use. 1. ##### **Intellectual Property Rights** ##### You agree that all intellectual property of any sort in or associated with the Service, including all code, libraries, programs, software, information, data, documentation, content, databases, systems, logos and trademarks are owned either directly by us or by our licensors. You are not authorised to use any of our intellectual property except as is expressly allowed under these Terms. ##### You grant Workflow86 a non-exclusive, worldwide, perpetual, irrevocable, royalty-free, license to use the copyright and other intellectual property rights you have in all information, answers, content, data, and inputs posted, uploaded, and entered into the site during use of the Service (Content) for the **limited purpose** of operating, developing, providing, and improving the Service and researching and developing new ones. Our license to your Content is subject to your rights under applicable law (such as laws regarding personal data protection to the extent any Content contains personal information as defined by those laws). 1. ##### **Your Obligations** ##### You agree to use the Services in an acceptable manner (Acceptable Use), which includes agreeing not to, and nor allowing others, to use the Services to: ##### (i) to violate, or encourage the violation of, the legal rights of others (for example, this may include allowing Users to infringe or misappropriate the intellectual property rights of others in violation of the Digital Millennium Copyright Act); ##### (ii) to engage in, promote or encourage illegal activity; ##### (iii) for any unlawful, invasive, infringing, defamatory or fraudulent purpose (for example, this may include phishing, creating a pyramid scheme or mirroring a website); ##### (iv) to intentionally distribute viruses, worms, Trojan horses, corrupted files, hoaxes, or other items of a destructive or deceptive nature; ##### (v) to interfere with the use of the Services, or the equipment used to provide the Services, by customers, authorized resellers, or other authorized users; ##### (vi) to disable, interfere with or circumvent any aspect of the Services; ##### (vii) to generate, distribute, publish or facilitate unsolicited mass email, promotions, advertisings or other solicitations (“spam”); or ##### (viii) to use the Services, or any interfaces provided with the Services, to access any other Workflow86 product or service in a manner that violates the terms of service of such other Workflow86 product or service. ##### Violation of these obligations may result in the immediate suspension of your Account and suspension of access to the Services. 1. ##### **Security** ##### By using the Service, you acknowledge that it is your sole responsibility to ensure the confidentiality and security of any information transmitted from or stored on a Device for the purposes of the Service, for all transactions and other activities in the End User’s name, whether authorized or unauthorized. You understand that use of the Service involves transmission of your data over networks that are not owned, operated or controlled by us, and we are not responsible for any of your data lost, altered, intercepted or stored across such networks. We cannot guarantee that our security procedures will be error-free, that transmissions of your data will always be secure or that unauthorized third parties will never be able to defeat our security measures or those of our third-party service providers. 1. ##### **Privacy Policy** ##### Any information you supply to us when using the Service will be collected and used by us in accordance with our Privacy Policy. 1. ##### **Disclaimer** ##### Except as expressly stated in this Agreement, we do not make any representation or warranty (express or implied) in respect of the Services, any Materials or any other goods or services provided by Workflow86 to you, including, without limitation, any implied warranty: ##### (i) of merchantability; ##### (ii) of fitness for a particular purpose; ##### (iii) arising from a course of performance, course of dealing, or usage of trade; ##### (iv) of non-infringement of third party rights; or ##### (v) against hidden defects. ##### The Service and Materials are provided on an “as is”, “with all faults” and “as available” basis and without any further warranties of any kind. We make no warranty that operation of the Service or any Materials will be uninterrupted or error free or that all defects will be corrected. ##### Without limiting the above, you acknowledge that: ##### (i) you are using the Service at your own risk; ##### (ii) the Service is not a substitute for professional advice; ##### (iii) you are solely responsible for the use of the Service and agree that it is your responsibility to review and assess the information, results, findings, and recommended actions provided by the Service; and ##### (iv) you have not relied on any representation in ordering the Service or any goods and services from us. ##### To the maximum extent permitted by law, we exclude completely all liability whatsoever for any claims, liability, loss or damage of any kind however caused (including negligence) arising out of or in connection with any goods or services provided by us including the Service and its access, use or performance, including, without limitation, we are not liable for: ##### (i) misuse of the Service or any Materials; ##### (ii) use of the Service or any Materials with third party data, software or hardware which is incompatible with the Service and/or not recommended by us; ##### (iii) reduced performance or non-availability of the Service or any Materials as a result of network connections; or ##### (iv) errors in the Service or any Materials resulting from your configuration or manipulation of the Service or any Materials, in each case not specifically recommended in writing by us. ##### Under no circumstances (including but not limited to any act or omission on our part) will we be liable for any loss or damages (including, without limitation, indirect, incidental, special or consequential or punitive damages and damages for loss of profits) whatsoever which result from any use, or any inability to use, the Service or any Materials. ##### To the maximum extent permitted by law, our liability for breach of any implied warranty or condition which cannot be excluded is limited at our option to supply of the good or service ordered by you again or paying for their resupply. ##### Notwithstanding the above, to the maximum extent permitted by law, in no event shall our aggregate liability for any claims arising out of or related to these Terms exceed the greater of one hundred Australian dollars ($100) or the amount that you paid, if any, to us for access to or use of the Service during the six months’ period immediately prior to the event giving rise to such liability. ##### You agree to indemnify Workflow86 and its related parties, officers, agents and employees (Indemnified Parties) in respect of any claim, action, damage, loss, liability, cost, charge, expense, outgoing or payment (including legal expenses (on a full indemnity basis) arising from or relating to: ##### (i) your use of the Service or any Materials; ##### (ii) a breach of these Terms by you; and ##### (iii) your breach of any applicable law. 1. ##### **Termination** ##### This Agreement is in effect for the Designed Period, unless sooner terminated as permitted in these Terms. Either party may terminate this Agreement before the expiration of the Designated Period if the other party materially breaches any of these Terms and does not cure the breach within thirty (30) days after written notice of the breach, or if the other party ceases to operate, declares bankruptcy, or becomes insolvent or otherwise unable to meet its financial obligations. ##### We may terminate this Agreement before the expiration of the Designated Period if you are in material breach of these Terms. ##### You may terminate this Agreement at any time with notice to Workflow86, but you will not be entitled to any credits or refunds as a result of convenience termination. ##### Except where an exclusive remedy may be specified in these Terms, the exercise by either party of any remedy, including termination, will be without prejudice to any other remedies it may have under these Terms, by law, or otherwise. ##### Except as set forth in this Section, once the Agreement terminates, then: ##### (i) the rights and licenses granted by Workflow86 to you will cease immediately (except as set forth in this Section); ##### (ii) you must cease all use of the Service and any third party Materials; ##### (iii) you must pay to us any and all outstanding Fees for the Designated Period; ##### (iv) you undertake not to attempt to access the Service or any data stored in the Service, any third party Materials or the Site after the date of termination. ##### If we become aware of a breach by you of these Terms, then we may specifically request that you suspend the applicable Account. If you fail to comply with our request to suspend an account, then we may do so. The duration of any suspension by us will be until the applicable End User has cured the breach which caused the suspension. 1. ##### **Survival** ##### The following provisions will survive any termination or expiration of this Agreement: Intellectual Property Rights; Payment of Fees; Privacy Policy; Disclaimer; Disclaimer; Termination and suspension; General; and any other Sections which by intent or meaning have validity beyond termination or expiration of this Agreement. 1. ##### **Amendments** ##### We may update or modify these Terms from time to time, including any referenced policies and other documents. If a revision meaningfully reduces your rights, we will use reasonable efforts to notify you (by, for example, sending an email to the billing or technical contact you designate in the applicable Order, posting on our Site, through your account, or in the Service itself). If we modify these Terms during the Term, the modified version will be effective upon your next renewal of the Term, as applicable. In this case, if you object to the updated Terms, as your exclusive remedy, you may choose not to renew, including cancelling any Terms set to auto-renew. ##### For the avoidance of doubt, any Order is subject to the version of the Terms in effect at the time of the Order. 1. ##### **General** ##### These Terms are governed by the laws of New South Wales, Australia and the parties agree to submit to the exclusive jurisdiction of the courts in New South Wales, Australia. ##### If any provision of these Terms is held to be invalid, illegal, or unenforceable that provision shall be deemed omitted to the extent that it is invalid, illegal, or unenforceable and the remainder of the Terms shall be construed in a manner as to give greatest effect to the original intention of these Terms. ##### The waiver of any right or failure of either of us to exercise in any respect any right provided in these Terms in any instance shall not be deemed to be a waiver of such right in the future or a waiver of any right under these Terms. ##### Neither party will be liable for inadequate performance to the extent caused by a condition (for example, natural disaster, act of war or terrorism, riot, labor condition, governmental action, and internet disturbance) that was beyond the party’s reasonable control (Force Majeure). ##### Your use of any website or software that is not provided by us to access or download the Service shall be governed by the terms and conditions applicable to that website or software. We are not responsible for any consequences resulting from the use of such website or software, including but not limited to any damage to your property, including your Device, or the transfer of any computer virus or similar malicious code, except to the extent such consequences are caused by the Service. ##### Any notices to you may either be posted on the Site or given in writing (which may be by email) to the address last notified by you to Workflow86. Any notices to Workflow86, and any questions, concerns or complaints relating to the Service shall be in writing and addressed to: ##### Workflow86 Pty Ltd, ##### 65 Renwick, Redfern ##### NSW 2016 ##### Or given by email to: hello@52.24.139.94 ##### You agree to use your best endeavours to resolve any dispute arising out of or relating to these Terms, with us, prior to resorting to any external dispute resolution process. Please notify us in writing of any dispute you may have. ##### This Agreement, and any rights and licenses granted hereunder, must not be transferred or assigned by you without our prior express written consent. We may, without restriction, assign this Agreement and our rights and delegate our obligations hereunder to: ##### (i) any of our affiliates or subsidiaries; or ##### (ii) a third party participating in a merger, acquisition, sale of shares or assets, change of control, corporate reorganization or similar transaction in which Workflow86 is participating. ##### In respect of the subject matter of the Terms, these Terms contain the entire understanding between the parties. Any previous oral and written communications, agreements, representations, warranties or commitments between the parties in respect of the subject matter are superseded by the Terms and do not affect the interpretation or meaning of the Terms and each of the parties has relied entirely on its own enquiries before entering into the Terms. ## Startautomatingnow 14 days free trial No credit card required [Get access](https://form.workflow86.com/form/57c15fd2-87b4-45cc-8700-7a7da8607f09) [iframe](https://edit.framer.com/?framerSiteId=540354b44382fa2e928f8cd7185acd12253a798c0025ffdd4c92de2f4c551fa2&nodeId=SyOstlwdw&source=www.workflow86.com&features=%7B%22editorBarDisableFrameAncestorsSecurity%22%3Afalse%2C%22editorBarOnPageEditing%22%3Afalse%7D) ## Workflow86 Privacy Policy # PrivacyPolicy ##### Thank you for using Workflow86 Pty Ltd products and services. This Privacy Policy explains what information we collect, how we collect that information, how we use that information, and options to access and update information. - ##### **Information we collect** ##### We collect information for the purposes of operating, developing, providing, and improving the Service and researching and developing new ones. - ##### **How we collect information** ##### We collect information about you and your company as you register for an account with us, create or modify your profile, use, access, or interact with our services or our websites (including but not limited to when you upload, download, collaborate on or share content) Such content includes any personal information or other sensitive information that you choose to include. For example, many of our services require you to sign up for an account with us. When you do, we’ll ask for personal information, like your name, email address, telephone number or credit card. ##### We may collect information about the services that you use and how you use them, like when you visit a website that uses our services or you view and interact with our content. ##### We may collect device-specific information (such as your hardware model, operating system version, unique device identifiers, and mobile network information including phone number). We may associate your device identifiers or phone number with your account. ##### When you use our services or view content provided by us, we may automatically collect and store certain information in server logs. This may include: - ##### details of how you used our service, such as your search queries; - ##### Internet Protocol address; - ##### device event information such as crashes, system activity, hardware settings, browser type, browser language, the date and time of your request and referral URL; and - ##### cookies that may uniquely identify your browser or your account. - ##### **How we use information we collect** ##### We may use the information we collect, including your personal information and transaction information, from our Services for internal and service-related purposes, such as to provide, maintain, protect, improve, and personalize our services, to develop new ones and to protect the rights, property, security and safety of Workflow86 Pty Ltd and our users ##### We may also the information we collect to: - ##### communicate with you in order to provide you with information we think may be useful or relevant to you; - ##### promote our services and related services; - ##### analyse information in order to offer anonymized data products to third parties; - ##### facilitate the sharing of anonymized information with third parties, including transaction data. An example of anonymized information would be the number of times a template is used or location data; - ##### enforce the Privacy Policy and our terms and conditions for use of our services and websites; - ##### monitor and analyse trends, usage, and activities in connection with our services and for marketing or advertising purposes or to offer you tailored content; - ##### investigate and prevent fraudulent transactions, unauthorized access to or use of our services, and other illegal or unusual activities; - ##### keep a record of your communication to help solve any issues you might be facing when you contact us. We may use your email address to inform you about our services, such as letting you know about upcoming changes or improvements; - ##### improve your user experience and the overall quality of our services; and - ##### serve a function or purpose as otherwise stated in this Privacy Policy. ##### To use the information we collect, we may require our systems to access, screen capture, store, video and/or scan your information. You give us permission to do those things. We will ask for your consent before using information for a purpose other than those that are set out in this Privacy Policy. Workflow86 Pty Ltd processes personal information on our servers in many countries around the world. We may process your personal information on a server located outside the country where you live. - ##### **Accessing and updating your information** ##### Whenever you use our services, we aim to provide you with access to your personal information. If that information is wrong, we strive to give you ways to update it quickly or to delete it – unless we have to keep that information for legitimate business or legal purposes. When updating your personal information, we may ask you to verify your identity before we can act on your request. ##### Should you wish to opt-out of our data collection and have your personal identifiable information removed, then email us at hello@workflow86.com. - ##### **When will we share information** ##### We do not share personal information with companies, organizations and individuals outside of Workflow86 Pty Ltd unless one of the following circumstances apply. ##### We will share personal information with companies, organizations or individuals outside of Workflow86 Pty Ltd when we have your consent to do so. We require opt-in consent for the sharing of any sensitive personal information. ##### We may share personal information with third party service providers of Workflow86 Pty Ltd in order to perform maintenance or respond to technical incidents affecting our services. Information will only be shared if it is deemed essential to the required operations and in compliance with our Privacy Policy and any other appropriate confidentiality and security measures. ##### We will share personal information with companies, organizations or individuals outside of Workflow86 Pty Ltd if we have a good-faith belief that access, use, preservation or disclosure of the information is reasonably necessary to: - ##### meet any applicable law, regulation, legal process or enforceable governmental request; - ##### enforce applicable Terms and Conditions of Use, including investigation of potential violations; - ##### detect, prevent, or otherwise address fraud, security or technical issues; - ##### protect against harm to the rights, property, security or safety of Workflow86 Pty Ltd, our users or the public as required or permitted by law. - ##### **Application** ##### Our Privacy Policy applies to all of the services offered by Workflow86 Pty Ltd and its affiliates, including services offered on other sites, but excludes services that have separate privacy policies that do not incorporate this Privacy Policy. ##### Our Privacy Policy does not apply to services offered by other companies or individuals, including products or sites that may be displayed to you in search results, sites that may include Workflow86 Pty Ltd services, or other sites linked from our services. Our Privacy Policy does not cover the information practices of other companies and organizations who advertise our services. - ##### **Changes to the Privacy Policy** ##### We may revise this Privacy Policy from time to time, and will post the most current version on our website. If a revision meaningfully reduces your rights, we will notify you. ## Startautomatingnow 14 days free trial No credit card required [Get access](https://form.workflow86.com/form/57c15fd2-87b4-45cc-8700-7a7da8607f09) [iframe](https://edit.framer.com/?framerSiteId=540354b44382fa2e928f8cd7185acd12253a798c0025ffdd4c92de2f4c551fa2&nodeId=aTXHN5Qcc&source=www.workflow86.com&features=%7B%22editorBarDisableFrameAncestorsSecurity%22%3Afalse%2C%22editorBarOnPageEditing%22%3Afalse%7D) ## Understanding Non-linear Workflows # Non-linearworkflows–whataretheyandwhyshouldIcare? Workflow86 was built to handle complex non-linear workflows. What does “non-linear workflows” even mean and why should you care? We discuss the difference between linear and non-linear workflows and the impact it has on what and how you can automate your workflows and business processes. ### Linear workflows A linear workflow is a workflow where tasks are arranged in a single progressive line. You do Task A, then Task B, Task C and so on. Everything is sequential, meaning the workflow cannot progress until the previous step has been completed. A linear workflow is also asynchronous, meaning multiple tasks cannot be performed at the same time. ![](https://framerusercontent.com/images/lnmceoQzVR18FrtdOs5u6wpwvBg.png) The downside to linear workflows is that they are susceptible to bottlenecks where progress is stalled because of delays or problems encountered in an earlier stage. For example, if an error or issue is encountered in task B, the workflow cannot progress – there is no alternative path that the workflow can travel to keep moving. ### Non-linear workflows In contrast to a neat linear workflow, a non-linear workflow looks like this: ![Non-linear workflow example](https://framerusercontent.com/images/snRvi3OBNmhEgv49qllCn4bjYJI.png) Let’s break it down into some key characteristics. #### Branching tasks Asynchronous execution means that tasks in a workflow don’t need to be halted or stopped while it is waiting for another task to be completed. In a non-linear workflow, this can be found in areas where the workflow “splits” into multiple “branches”, each of which is executed simultaneously and independently from each other. You can see for example that Task A triggers Task B, which then triggers C1, C2 and C3. In real life, asynchronous task branching reflects situations where multiple teams are working on different aspects of a project. For example, a data breach may require tasks to be handled by the IT team, cybersecurity team, legal team and risk/compliance team simultaneously. These teams will work on their tasks asynchronously. ![branching workflow diagram](https://framerusercontent.com/images/vTNvRZparxxOy9b9Xnwwfc4c.jpg) #### Merging tasks In addition to being able to split into asynchronous streams, non-linear workflows are also able to do the opposite — merge or combine multiple independent tasks together at a particular point. In real life, task merging reflects situations where the work from multiple teams is consolidated or brought together. For example, when the IT team and cybersecurity team consolidate the results of their individual tasks together to find the source of a data breach.The merging of multiple tasks can also be configured several ways. In the diagram below, Task C can be dependent on all incoming tasks being executed. This means that C does not execute until Tasks A and B1, B2 and B3 are executed. Alternatively, C could also be made partially dependent. For example, C will execute if B1 or B2 or B3 are executed – only one incoming task is required not all three. A further variation is that C is dependent on a certain combination of incoming tasks being executed. For example, C will execute if B1 and B2 or B3 are executed. ![merging workflow diagram](https://framerusercontent.com/images/oGxWlmw010zyEdB3mI6eXjV6C8.jpg) ### So why should you care about non-linear workflows? Not all workflows in the real world can be rendered into a neat, single line of tasks. Think about how you handle large and complex projects like a marketing campaign or managing a risk audit. These are rarely linear processes where tasks can all be arranged into a neat single line of tasks. They have multiple tasks that need to be performed by different teams at the same time. These tasks then need to be merged together at certain points before being broken up again into more separate tasks. Most, if not all, important and high value work is characterized by a non-linear workflow structure. When looking for a workflow automation solution, you’ll need to make sure that the solution you choose can actually perform the tasks in the non-linear in which that workflow actually works. Check whether the solution you are looking at can handle both task branching and task merging. If not, you may find yourself having to redesign your own workflow to fit the constraints of the solution you pick. ## Startautomatingnow 14 days free trial No credit card required [Get access](https://form.workflow86.com/form/57c15fd2-87b4-45cc-8700-7a7da8607f09) [iframe](https://edit.framer.com/?framerSiteId=540354b44382fa2e928f8cd7185acd12253a798c0025ffdd4c92de2f4c551fa2&nodeId=RfDbOdhRj&source=www.workflow86.com&features=%7B%22editorBarDisableFrameAncestorsSecurity%22%3Afalse%2C%22editorBarOnPageEditing%22%3Afalse%7D) ## Lessons from Y Combinator # Nosilverbullets:5lessonsfromYCombinatorWinter2022 Y Combinator is the most renowned startup accelerator in the world. It has backed companies including Reddit, AirBnB, DoorDash, and Dropbox. As the Summer 2022 batch of Y Combinator begins, I had some time to reflect on our own experience of going through Winter 2022. In this post, I jot down some thoughts about that experience, and some lessons learned along the way. ## Background Workflow86 is a software platform that allows anyone to document, automate and manage their internal business processes. Workflow86 was founded in 2021 after observing how poorly most organizations store, manage and scale their most valuable asset: the internal knowledge and processes that are critical to their day to day operations and teams. We are on a mission to codify the 99% of operational knowledge and expertise held by non-technical teams, and translate this into massively scalable software. ## How Workflow86 got into YC Y Combinator (YC) is the most renowned startup accelerator in the world. It has backed companies including Reddit, AirBnB, DoorDash, and Dropbox. Getting into YC is incredibly competitive. The acceptance rate hovers around 2-3% (compared to 5% for getting into Harvard University). The most likely outcome of applying to YC is not getting into YC. But the odds will always be stacked against you in the world of startups, so this should not detract from anyone giving it a shot. Getting into YC starts with a written application, with questions covering all the basic and fundamental facts about your startup. You write out your answers, record a 60 second video of yourself introducing your company, include a demo video if you can, and then click submit. Then you wait. Workflow86 submitted its application to YC in September 2021. At that time, we had raised a little pre-seed money and firmly focused on building product. We were beginning talks with investors for a seed round some time in 2022, but reception was lukewarm. In November 2021, we did our Hacker News launch. A week or so later, out of the 18,000 applications that came in for the batch, Workflow86 was one of the companies that received the following email: What followed was a frenzy of interview prep and mock-interviews with YC alumni. The day of the interview came, and I thought I completely bombed it. I spent the 24 hours after the interview so focused on telling everyone not to get their hopes up, that I completely missed this email: After another frenzied period of calling up YC, I finally reached a partner and confirmed that Workflow86 was in. We were now a YC-backed company. It was all pretty surreal for a while, but it finally sunk in when we turned up on the Y Combinator company directory: ## 5 lessons from Winter 2022 Y Combinator Winter 2022 took place between January 2022 and March 2022. It was certainly an interesting time to have gone through YC. It appears that Winter 2022 will be the last fully remote batch. Winter 2022 was also one of the largest and most international batches ever, as well as the first batch to receive the new YC deal. In the 12 or so weeks of the batch, these were a few (of the many) lessons learned, many of which can be applied or replicated by startups regardless of whether you are doing YC or not. ### 1\. Progress expands to fill the time allocated to it Parkinson’s Law: work expands to fill the time allotted for its completion. Simply put, Parkinson’s Law states that you allocate yourself X amount of time to achieve Y, then Y will expand to fill X. One way in which you can use this to your advantage is to constrain the amount of time you have to complete a task or milestone. This is one of the core themes of the YC batch. As soon as you get accepted into YC, a time has been allocated for you, between that very moment and demo day. This is about 12 weeks from the start of batch to demo day. This time constraint is used to apply pressure and get startups in the cohort to make as much progress as they possibly can in a set amount of time. Additional time constraints during the batch are also set by weekly meetings with your partners and section. The underlying idea is simple: speed equals time over distance. If you can cover the same amount of distance over a shorter period of time, you are moving faster. This is one feature of the YC batch that can be replicated by any startup – set a deadline or time constraint for a goal and then subtract an extra 20-50% to make that deadline even more ambitious. It is surprising how much you can get done by imposing some additional time pressure. ### 2\. Disclose your symptoms – it is your well-being at stake Throughout the start-journey, you will seek and get advice. During YC, the process of seeking and receiving advice occurs on a regular basis during weekly office hours with your group partners. Assuming you have trusted and experienced advisors, the critical factor in the quality of advice you receive is the amount of context and information you provide to them. The analogy here is that your YC partners are a lot like doctors – the quality of their advice depends on you providing them with as much information as you can about your problems and pain points. If you hide or distort the problems you are facing, there is a good chance that you will get misdiagnosed, and things may seem to be less serious than they actually are or more serious than they actually are. This in turn can lead to the wrong remedial actions being prescribed with little to no impact on the problems you face, or potentially even making them worse. Being transparent with advisors with the state of your company should not be a difficult or uncomfortable thing to do. None the less, it is difficult and uncomfortable. I think much of this is driven by a sense that if problems are disclosed then your advisors will somehow look down upon you or lose faith in your ability to deliver. However, if you have surrounded yourself with trusted, high-quality advisors who are truly invested in your success, it is clear that they much prefer bad news than no news at all. Good advisors (and investors) know it is in their interest to help you detect problems early and prevent them from becoming potentially fatal to your company. In turn, they should create an environment in which this is encouraged and any hesitation is actively dispelled. YC was pretty clear with this at the start. To paraphrase one partner: We know your startups are fundamentally broken…we are not going to take our money back. We are here to help, but we can’t help unless you talk to us Early detection means early prevention – something that applies as equally to your startup as it does to your own health and well-being. This ultimately starts with sharing as much context and information as you can with those who want to help. ### 3\. Someone has been through it (and worse) and survived Building a startup is one of the most difficult things you can do. As much as it has been glorified in popular culture, the early days are often full of uncertainty. Running a startup is a lot like running a marathon blindfolded. It is long and exhausting, and you have no idea about whether you are running in the right direction, whether you are running fast enough and where the finish line actually is. One issue that emerges from this state of uncertainty is the lack of context on the relative scale of the problems and challenges you are facing. In the absence of any clear solution, many problems can seem insurmountable or even fatal. One way YC remedied this was by surrounding you with other founders across a wide range of stages. The YC alumni network is expansive, encompassing everything from founders who have been there and scaled their company to IPO and beyond, to founders at the same stage and experiencing the very same problems as well. Beyond the knowledge and experience that comes with this community, one of the benefits of this diverse range of experience is simply the reassurance that someone has been through exactly what you are going through (and sometimes much worse) and survived. You can’t help but realize you are a lot more resilient than you think after hearing about the early days at companies like AirBnB and Coinbase. YC provides such a network of founders almost instantly, but this is a lesson that any startup can also apply. Simply put, it pays to network and connect with other founders across a range of different stages. ### 4\. Knowing you are wrong is better than not knowing at all One of the bad habits developed from years as a professional overachiever is an aversion to making mistakes. I’ve found this is particularly the case if you have come from professional services such as consulting or law. The problem is that aversion to making mistakes often means you will default to inaction over action in the face of uncertainty. As a startup, you have a set amount of time and energy to live. Inaction means you are treading water and slowly drowning, rather than furiously swimming towards the shore like you should be. One of the big lessons from YC was that when faced with uncertainty, it was better to make an assumption and vigorously pursue that to a conclusion of success or failure, than it was to leave it as a hypothetical question. Simply put, knowing you are wrong is infinitely better than not knowing whether you are right or wrong at all. The overarching uncertainty for any early-stage startup is “are we building something that people want?”. The most obvious and clearest way to manifest action towards this question is to launch your product and put it in front of people. Launch it early, and launch it over and over again. Defaulting to action can be difficult because action often means confronting uncomfortable situations like users rejecting what you have built. There is a temptation here to indefinitely delay action so you can remain in the realm of possibilities rather than a reality of rejection. But again, all you are doing is treading water while slowly drowning. Defaulting to action is perhaps one of the most important reflexes you can develop and certainly one which I keep top of mind on a day-to-day basis. ### 5\. There are no silver bullets, only lots of lead bullets At the end of the batch, the YC partners said something really stood out to me. To paraphrase: “Success doesn’t come from a single silver bullet, but from a massive amount of lead bullets thrown at your target” I like the analogy of silver bullets vs lead bullets because it highlights that what underpins startup success is far less glamorous or dramatic as we would think or hope. Many may come into YC thinking that it is the “silver bullet” for their startup. The logic goes “If I get into YC, then I will succeed”. Even once you get into YC, it is easy to fall into this “silver bullet logic” of “if I do/achieve/get X then all of my problems will be solved”. Without a doubt, YC will increase your chances of success. It does so by providing you with access to an incredible wealth of startup resources and knowledge. It will also connect you with perhaps the best startup community in the world. It will also provide you with a massive “loan of credibility” that will make investors, customers, potential employees, and others take you more seriously simply because you are backed by YC. But it will not solve fundamental problems of your business for you, nor will it alleviate the painful and frustrating work that is inherent to building a startup. As YC reinforced over and over again, building a startup is hard, unforgiving, and painful – it is getting punched in the face everyday and getting up the next day to do it all over again. YC does not change that. Neither does raising money from famous investors, getting featured on TechCrunch or whatever singular event you might think will magically solve everything. YC is not the silver bullet you have been hoping for, but it is the stockpile of lead bullets you actually need to succeed. The emphasis remains on you to make the best use of those resources. ## So, was YC worth it? I get asked this question a lot. My response is an unequivocal yes. YC is not a silver bullet, but it did alter the trajectory of our company, launching us from an obscure startup quietly building away in the suburbs of Sydney, into the same room as some of the best founders, companies and investors in Silicon Valley (and the world). There is still a long and likely difficult journey ahead of us and more lessons to come, but there is also exciting news to announce as well. Until then, it is back to work. ## Startautomatingnow 14 days free trial No credit card required [Get access](https://form.workflow86.com/form/57c15fd2-87b4-45cc-8700-7a7da8607f09) [iframe](https://edit.framer.com/?framerSiteId=540354b44382fa2e928f8cd7185acd12253a798c0025ffdd4c92de2f4c551fa2&nodeId=HtBa8wecC&source=www.workflow86.com&features=%7B%22editorBarDisableFrameAncestorsSecurity%22%3Afalse%2C%22editorBarOnPageEditing%22%3Afalse%7D) ## Pull Request Checklist # **Achecklistforpullrequests** ## Why implement a PR checklist? As a developer, it’s important to take the time to carefully review and test your code before submitting it for review. A pull request checklist can be a useful tool to help you ensure that you have done everything necessary to make your code ready for review and embed this as a repeatable and consistent process that then helps with minimzing bugs, incidents and improving overall quality. ### It improves quality control One of the main benefits of having a pull request checklist is that it helps to ensure that your code is of high quality. By following a checklist, you can make sure that you have thoroughly tested your changes and that they are working as intended. This can help to reduce the risk of introducing bugs or other issues into the codebase, which can save time and effort in the long run. ### It makes the review more efficent In addition to improving the quality of your code, a pull request checklist can also help to improve the efficiency of the review process. When you submit a pull request, it’s important to provide as much information as possible to help reviewers understand your changes. A checklist can help you to remember to include important details like updated documentation and a clear description of what your changes do. This can make it easier for reviewers to understand your code and to provide helpful feedback. ### It encourages proactive communication A pull request checklist can also help to encourage collaboration and communication within a team. By following a clear and structured process for submitting changes, you can help to ensure that your code is reviewed and tested in a consistent way. This can help to build trust and foster a sense of community among team members. ## What to include in your PR checklist Here is a copy of our PR checklist which we implement inside of Github as a Pull Request template. You can read more about how to do this [here](https://docs.github.com/en/communities/using-templates-to-encourage-useful-issues-and-pull-requests/creating-a-pull-request-template-for-your-repository) ``` ### Summary <_Provide context of the change for the reviewer - just like you were talking to them_> ### Whats the worst thing that could happen? - [ ] Compromise Customer Security (P0 Bug) - [ ] Data Loss/Corruption (P0 Bug) - [ ] Cause a system outage (P0 Bug) - [ ] Break Existing Workflows (P0 Bug) - [ ] Cause a deployment failure (P0 Bug) - [ ] Cause a P1 Bug - [ ] Cause a P2 Bug - [ ] Cause a P3 Bug - [ ] This is impossible for users to notice - [ ] I don't know ### How well covered by automated tests is this change? - [ ] Well Unit Tested - [ ] Well Integration Tested - [ ] Dev E2E Tests Have Passed - [ ] Needs Manual Testing - [ ] I don't know ### Risk Assessment - [ ] 🔴 This change is high risk (and will be deployed with the on-call) 🔴 - [ ] This change is low risk (and I will deploy it myself once approved) ### Test Plan <_Given all the above think about what tests are needed and have been performed in dev will be done for the prod release - either manual or automated_> ### Monitoring Plan <_Describe what logs etc. you'll monitor at deploy time_> ### PR Readiness - [ ] Jira Issue in PR Name - [ ] I've thoroughly self-reviewed the code changes - [ ] The code is in a pretty good state - [ ] The code isn't in a great state but I've improved it - [ ] The code is scary and I want to change as little as possible ### Reviewer Checklist - [ ] Risk Assessment seems right - [ ] Test & Monitoring Plans looks appropriate - [ ] Code quality looks good - [ ] Automated Test coverage is appropriate ``` Here is a detailed explanation of each part of this checklist that we provide to our own developers. ### Summary The summary section is your moment to have a conversation with your reviewer through the PR. Imagine you're sitting at their desk, explaining what you've been working on - that's the tone you want to capture here. Your summary should paint a clear picture of the problem you're solving and why it matters. Share the context that led to these changes, explain any significant technical decisions you made along the way, and highlight specific areas where you'd particularly value their attention. This context helps reviewers understand not just what you changed, but why you changed it in this particular way. ### What's the Worst Thing That Could Happen? This section might seem pessimistic at first glance, but it serves a crucial purpose: forcing us to think through potential failure modes before they occur. By explicitly considering worst-case scenarios, we can better assess risks and put appropriate safeguards in place. The checklist breaks down potential impacts by severity, starting with our P0 (Critical) concerns. A security compromise could expose customer data or create vulnerabilities in our system. Data loss or corruption could permanently impact our customers' work. System outages could bring down critical services, while broken workflows might disrupt customer processes. Deployment failures could impact our ability to ship other critical changes. Moving down in severity, P1 bugs represent serious issues that significantly impact functionality but don't quite reach P0 status. P2 bugs cause moderate issues but usually have workarounds available. P3 bugs create minor inconveniences without blocking core functionality. Sometimes changes might be impossible for users to notice, which is its own important category to acknowledge. Finally, "I don't know" is a valid and important option - acknowledging uncertainty is better than making assumptions. ### Test Coverage Assessment Understanding the testing landscape for a change helps reviewers gauge its reliability and identify potential gaps. Well-unit-tested code indicates comprehensive coverage of core logic and edge cases at the function and class level. Integration testing shows how the changes work in concert with other system components. When development end-to-end tests have passed, it provides confidence that complete workflows remain functional. Sometimes manual testing is necessary, particularly for user interface changes or complex scenarios that are difficult to automate. Again, acknowledging when you don't know the testing status is valuable - it opens the door for important discussions about testing strategy. ### Risk Assessment Our risk assessment boils down to a critical decision that affects how we handle deployment. High-risk changes require careful coordination with our on-call teams. These typically include database schema modifications, API contract changes, critical path updates, or complex data migrations. These changes often have broader system implications and need extra safeguards during deployment. Low-risk changes, on the other hand, can be safely deployed by the developer after approval. These might include UI enhancements, documentation updates, well-contained feature additions, or bug fixes with clearly defined scope. The key is being honest about which category your change falls into - underestimating risk can lead to preventable incidents. ### Test Plan Your test plan should directly address the risks you've identified above. Instead of generic testing notes, provide specific scenarios that need verification. Explain how each scenario will be tested, whether through automated means or manual verification. If special environments or conditions are needed, detail those requirements. Include steps for verifying rollback procedures work correctly - this is especially crucial for high-risk changes. Finally, outline any post-deployment validation needed to ensure the change is working as intended in production. ### Monitoring Plan An effective monitoring plan is your early warning system during and after deployment. Specify exactly which metrics you'll watch, including the queries you'll use to detect potential issues in logs. Define the alert thresholds that would indicate problems and identify which dashboards will help you maintain visibility into the system's health. Also consider how long you'll need to maintain enhanced monitoring - some changes require extended observation periods to catch edge cases or periodic issues. ### PR Readiness The PR readiness section helps set clear expectations about code quality and state. Including a Jira issue in the PR name isn't just about tracking - it provides crucial context about the change's purpose and scope. When you indicate you've thoroughly self-reviewed the code, you're communicating that you've taken time to catch issues before involving others. The state of the code matters too - whether it's in good shape, improved but not perfect, or minimally changed due to complexity. This honesty helps reviewers understand what they're getting into and focus their attention appropriately. ### Reviewer Checklist Reviewers have their own critical role in this process. They need to verify that the risk assessment aligns with the actual changes being made. They should evaluate whether the test and monitoring plans provide sufficient coverage given the identified risks. Code quality needs to meet our established standards, and test coverage should be appropriate for the scope of changes. This isn't about ticking boxes - it's about applying experienced judgment to ensure we're shipping changes responsibly. ## What Makes a Good PR Review? A truly effective PR review starts with completeness - taking time to thoughtfully consider and fill out each section of the checklist. Honesty about risks and limitations is crucial; trying to minimize concerns often leads to problems later. Clarity in your explanations helps reviewers focus their attention where it's most needed. Your test and monitoring plans should be specific and actionable, not vague gestures at potential approaches. Most importantly, provide enough context for reviewers to make informed decisions about your changes. ### Common Pitfalls to Avoid Experience has taught us to watch out for several common issues in PR reviews. Developers sometimes downplay risks in hopes of speeding up the review process, but this usually backfires by either causing incidents or requiring multiple review rounds. Test plans that don't specifically address identified risks leave too much uncertainty. When dealing with high-risk changes, vague monitoring details make it harder to catch problems early. Rushing through self-review often means pushing that work onto reviewers, which slows down the overall process. Perhaps most importantly, failing to consider edge cases in risk assessment can lead to unexpected problems in production. Remember that a PR checklist isn't just another layer of bureaucracy - it's a powerful tool that helps us ship changes confidently while protecting our systems and customers. Taking time to fill it out thoughtfully often saves time in the long run by preventing issues and facilitating faster, more focused reviews. It represents lessons learned from past incidents and helps ensure we don't repeat those mistakes. We think of it as a conversation with your future self and your colleagues about what could go wrong and how we're preventing it. ## Startautomatingnow 14 days free trial No credit card required [Get access](https://form.workflow86.com/form/57c15fd2-87b4-45cc-8700-7a7da8607f09) [iframe](https://edit.framer.com/?framerSiteId=540354b44382fa2e928f8cd7185acd12253a798c0025ffdd4c92de2f4c551fa2&nodeId=KVCOYDe7M&source=www.workflow86.com&features=%7B%22editorBarDisableFrameAncestorsSecurity%22%3Afalse%2C%22editorBarOnPageEditing%22%3Afalse%7D) ## Hacker News Launch Tips # 8lessonsfromgettingtothefrontpageofHackerNews Our post to Hacker News unexpectedly went viral, resulting in a 20,000% increase in website traffic, hundreds of new users, new customers, new markets, and some great feedback on our product. All in the span of about 24 hours and for $0 in marketing spend. This article goes through our experience and 8 lessons we learned along the way on how to launch on Hacker News. ### What is Hacker News? Hacker News is a social news website focusing on computer science, entrepreneurship, tech and start-ups. It is run by Y Combinator, the well known start-up accelerator that backed companies like Dropbox, AirBnB and DoorDash. It is estimated that Hacker News attracts more than 3 million views per day and greater than 300,000 daily users. Simply put, a lot of people read it and getting to the front page of Hacker News will often mean many thousands of users to your website or product. ### Summary of our Hacker News experience We made our post at 5AM Tuesday Sydney time. My expectation was that our post would go the way of most Show HN posts: 3-5 points, maybe 1-2 comments, and hopefully a few sign ups. Things turned out very differently. Our post on Hacker News went to the front page about 1 hour after of posting, and stayed there for about 16 hours, getting 146 points in total and 44 comments. I recall we peaked at position 3 or 4 on the front page. Over the course of 24 hours, traffic to our website increased by over +20,000% compared to the previous week. In 24 hours, we had a 200+ new user sign ups and over the next few days this continued to grow to 300+. The diversity and quality of the sign ups was pretty great – we had COOs, Head of Operations, Heads of Engineering and other people who were highly engaged with what we were building. The exposure to the US market was fantastic. We acquired enough new users from the US for it to have a significant impact the composition of our user demographics. We had multiple people from large enterprises reach out to us for demos and proof of concepts. These included Fortune 500 companies which I would have no idea how I would have gotten in front of otherwise. So, all in all, we were absolutely floored by the result and the response. We got a massive boost in exposure, users, and customers from about 5 minutes of work typing up the post. Plus, all of this was free. The feedback and product validation we got was fantastic and will keep us very busy for a while yet. You can find our Hacker News post here, though we go into why it is not a good idea to share a direct link to your post during your launch in Lesson 7. ### 8 lessons learned from our experience Even though our post on Hacker News delivered way more than we expected, we made some mistakes that probably cost us even better results and learned some very big lessons as a result. There are some peculiarities with posting on Hacker News compared to other places you might launch such as Product Hunt. These peculiarities need to be understood so you do not sink your effort before it even gets off the ground. So here are some of our lessons from launching on Hacker News for anyone who might be thinking about it. #### Lesson 1: Create the right user and username Our first post actually got shadow banned and didn’t show up at all anywhere. We are not sure why, but we suspect it is because we created a user with our company name in it and used our company email as well. We think this triggered some sort of spam filter. On our second attempt, we created a user with my own personal email and a username that made no mention of Workflow86 and that got us through the spam filter. #### Lesson 2: Adapt your pitch to the audience The Hacker News community is known for a few things. The first is that it is very technical. Many of its users and readers will be software developers, engineers, product managers, IT, and other tech roles. The second is that they do not hold back, and their feedback has been known to be brutally honest. We knew this before posting, so we did some minor tweaks and adjustments to our description. If you read our introductory comment, you’ll notice that we broke it up into about 6 points: #### (1) short story behind the product Workflow86 was built based on my experience as a consultant and then running ops in my own start-up. #### (2) problem statement All teams develop specific ways of doing things – how they handle pull requests, respond to incidents, handle bugs, hire new employees etc. These processes are important, but they often don’t get documented, rely on lots of manual handling, and jump between multiple SaaS tools. #### (3) description of the solution Workflow86 is an all-in-one platform for building, automating, and managing your team’s operations playbooks and business processes. It comes with lots of built-in functionality so you can do more with just Workflow86, while still making it super easy to integrate with other tools when needed. #### (4) description of how it works You use drag and drop components to build out your process step by step with forms, business logic, document templates and more. It’s no-code, so non-technical team members (bizops, HR, admin, legal, risk and compliance) can set up playbooks and processes on their own. Once a playbook/process has been built, you can run them automatically and at scale. Trigger playbooks automatically on a specific event, time, submission. #### (5) cool or unique feature/response to feedback we expected I also noticed that sometimes the problem is a lack of established playbooks/processes to begin with. So Workflow86 also comes with a bunch of pre-made playbooks you can download and run straight away in areas ranging from Cybersecurity to COVID-19 response. This is the other big feature of Workflow86 – the ability to easily package and then share entire playbooks and processes like a Notion doc. #### (6) an ask for feedback Try it out and send any feedback our way. We adapted our problem statement to refer to some more technical problems our product could tackle i.e. “making a pull request”. Point 5 was inserted after looking at posts from similar products. One major complaint was around how process automation is great only when you have processes in place. One of the strengths of Workflow86 is that we have an ecosystem where users can share processes, they have built like a Notion document, which means if you don’t have an established process, we can give you an example of one that is also best practice. #### Lesson 3: Prepare to go viral, even if you don’t Our run at Hacker News was not entirely smooth sailing because we went into it without any expectation of going viral. This meant that we were unprepared on a few fronts. The crisis point came about 8 hours after posting, when our website actually got “hugged to death”: the server crashed because there was so much incoming traffic. Our website had been provisioned on a very tiny instance, and by the time we realized this, it was too late to upgrade it – this would have required we take down our website, upgrade it and then restart it. We were down for a while, and in a demonstration of Murphy’s Law (what can go wrong will go wrong), this was exactly at the same time that I decided to take a nap because I had been awake since 3AM that day. We definitely lost out on a good chunk of traffic because of this. In hindsight, we should have just bit the bullet and shut down the server in a controlled matter and upgraded rather than let it crash. Or even better yet, we should have upgraded our website in full expectation that we had a chance of going viral. Fortunately, our platform servers and services held up well to the influx of new users and activity. So, while going viral on the front page is not guaranteed, you do want to make sure you are prepped for that possibility. #### Lesson 4: Time it for maximum exposure in the US We posted at around Tuesday 5AM Sydney time, which corresponds to Monday 10AM on the US West Coast and Monday 1PM on the US East Coast. The majority of Hacker New’s readers will be from the US, and this was reflected in the demographics of the incoming traffic: approximately 70% of the incoming traffic to our website was from the US, about 20% from Europe, and the remaining 10% from everywhere else in the world. Could we have done even better by posting say an hour or two earlier? Possibly. Our experience suggests it pays to get the timing of your post to align to somewhere on a weekday, and somewhere during working hours on a weekday. #### Lesson 5: Engage with the comments Whilst the comment count does not seem to impact your ranking directly, but it does encourage people to engage with the post and discussion. It was worthwhile staying up to engage and reply to comments that people posted. This was also just great because a lot of the feedback and comments were very positive and demonstrated that people did understand and “get” what we had built. #### Lesson 6: People really don’t like chat bots This was one of the very interesting bits of feedback. We use an Intercom chatbot to engage with and qualify leads from our website. People did NOT like this chatbot, at least the people from Hacker News. I think the biggest complaint was that it constantly interrupted people’s experience of looking around our website. In hindsight, we should have just temporarily disabled this chatbot for 24 hours. #### Lesson 7: Be careful in how you use your network Encouraging engagement from your network to boost your post on Hacker News has to be handled in a very nuanced way. Simply posting a link to your network and asking everyone to create an account and upvote it will apparently have the opposite effect – Hacker News will penalise your post and push it even further down. The Hacker News ranking algorithm is designed to promote more natural engagement, and is supposedly designed to be difficult to “game” by just having a bunch of people you know upvote your post. This actually wasn’t a problem for us because we did not expect to go viral and so didn’t make a lot of effort to promote our post to our network. About 6 hours or so after posting, we did ping some people for some support but realised there was a very specific way to do this. You DO NOT want to share a direct link to your post. Instead, you want to share a generic link to the front page of Hacker News itself or to the Show page of Hacker News, requiring whoever you shared it with to find the post “organically”. About 12 or so hours after posting, we did share on Twitter the fact that we were on the front page, and this may have helped us stay on the front page for a little while longer. #### Lesson 8: Don’t underestimate Hacker News! We greatly underestimated Hacker News. In the span of 48 hours, it has helped us get a foothold in users and markets beyond Australia. If you are thinking about posting on Hacker News, I would highly recommend it. Going viral on Hacker News is not a silver bullet for product-market fit, and there is still a lot of work ahead for us. But we are very excited by the new users, customers and use cases that came from our humble little post on an early Tuesday morning. ## Startautomatingnow 14 days free trial No credit card required [Get access](https://form.workflow86.com/form/57c15fd2-87b4-45cc-8700-7a7da8607f09) [iframe](https://edit.framer.com/?framerSiteId=540354b44382fa2e928f8cd7185acd12253a798c0025ffdd4c92de2f4c551fa2&nodeId=Nhg1ptjpY&source=www.workflow86.com&features=%7B%22editorBarDisableFrameAncestorsSecurity%22%3Afalse%2C%22editorBarOnPageEditing%22%3Afalse%7D) ## ERP Customization Guide # CustomizingyourERP Customizing your ERP is about creating a solution that truly fits the way you operate, rather than forcing your team to mold its processes around a standard configuration. Off-the-shelf ERP systems can handle the basics, but many organizations soon realize that a little extra tailoring can help them run leaner, move faster, and gain deeper insights. If you’re feeling a bit hemmed in by your current setup, it might be time to consider some well-planned customizations. ### Why Customize an ERP? Every business has its own distinct needs. For some, it could be as simple as adding a few custom fields that track industry-specific data—fields not offered by the default ERP suite. For others, it might mean integrating with tools that sync your inventory system with your online storefront, or building automated workflows that reduce repetitive tasks. Ultimately, the right customizations can make your ERP feel less like a rigid piece of software and more like a living, evolving part of your everyday operations. Well-chosen customizations can give you a competitive edge. Maybe it’s more detailed analytics that let you spot trends in purchasing or project management modules that match how your team actually works. These refinements turn your ERP from a generic solution into a trusted ally that supports your long-term growth. ### Common Customizations **1\. New Data Fields and Modules:** A healthcare provider might add patient intake modules. A manufacturer might introduce advanced product tracking fields. Whatever your industry, fine-tuning the information your ERP manages helps it stay relevant and useful. **2\. Tailored Reporting and Dashboards:** Standard reports are a starting point, not the finish line. Customizing dashboards to highlight the metrics you value most—like supplier performance or project profitability—can give your team the insights needed to respond quickly and intelligently. **3\. Integrations with Other Tools:** ERPs often work best when they play nicely with the rest of your software stack. Integrating your CRM, accounting platforms, and e-commerce systems ensures that all your data moves seamlessly across departments, eliminating duplicate entries and missed handoffs. **4\. Automated Workflows and Approvals:** Instead of chasing signatures or forwarding email threads, consider creating automated workflows. For example, when a purchase order is approved, your finance team might be automatically notified, cutting out a few steps and speeding up decision-making. ### Overcoming the Challenges Customizing an ERP can feel daunting. There’s often a cost component—you’re paying for developers, consultants, or licensing fees. Complexity is another hurdle, especially if you’re dealing with legacy systems or multiple vendors. Implementation can take time, and ongoing maintenance means you need a plan to handle updates and new versions of your ERP software. Then there’s the question of expertise. Not every business has an in-house IT team ready to handle ERP customization. In these cases, tapping external specialists or using user-friendly automation platforms like [Workflow86](https://www.workflow86.com/) can help. Workflow86, for instance, lets you build integrations and automated processes without massive coding projects, making the path to a customized ERP smoother and more accessible. ### Getting It Right To make ERP customization more manageable, start small. Begin by adding a few custom fields or a single automated workflow, and assess its impact before tackling bigger changes. Keep everyone in the loop, too—stakeholders from across your organization can provide input that ensures your customizations actually support real-world needs. Documentation is key: track what you’ve changed, why you changed it, and how it affects other parts of the system. This recordkeeping pays off when it’s time to upgrade your ERP, since you’ll know exactly where your customizations live and what they do. A well-customized ERP isn’t just a tool—it’s part of your team, adapting as your business evolves. By strategically tweaking reports, adding integrations, or building automated workflows, you’ll spend less time wrestling with systems and more time focused on meaningful work. Whether you’re just starting out or looking to refine an existing solution, the right customizations can help your ERP grow right along with you, supporting your ambitions rather than holding you back. ## Startautomatingnow 14 days free trial No credit card required [Get access](https://form.workflow86.com/form/57c15fd2-87b4-45cc-8700-7a7da8607f09) [iframe](https://edit.framer.com/?framerSiteId=540354b44382fa2e928f8cd7185acd12253a798c0025ffdd4c92de2f4c551fa2&nodeId=GjaKwTVAv&source=www.workflow86.com&features=%7B%22editorBarDisableFrameAncestorsSecurity%22%3Afalse%2C%22editorBarOnPageEditing%22%3Afalse%7D) ## AI Features Overview # AIsuperpowerstoaccelerateyouroperations UseAItoperformactionsandworkinyourworkflowsandbuildnewworkflowsevenfasterwithourAICopilot ✨ AI Agents ## Use AI to intelligently automate work Deploy custom AI to perform tasks in your workflows including online search, content generation, data analysis, extracting values and more. Flexible AI components that can be set to perform tasks as part of a workflow Generate content, analyze data, extract values and more Multi-modal models with vision for image inputs and tasks Choose from a range of models from Open AI, Anthropic and more 🔍 Prospect Researcher 📊 Data Analyst 🌐 Language Translator ✉️ Email Composer ✅ Data Validator ⚖️ Legal Document Reviewer and more… ![](https://framerusercontent.com/images/0U7qcXyGcFyyyuVJD61TKuLR8.png) ![](https://framerusercontent.com/images/2VkAo6ljhH14og637dPBl42j1c.png) ✨ AI Copilot - implement ## Your first workflow in minutes with AI Copilot Our AI Copilot turns natural language into fully configured automated workflows in minutes. It handles the design, planning and implementing of an automated workflow inside of Workflow86 and can even ask questions and consult with you to develop your ideas into a complete business process. Describe a process or upload an image to get started Can create and update databases, use secrets and credentials, and more AI will plan, draft, build and configure all components Ready to run or adjust yourself with no-code/code ✨ AI Copilot - edit ## Iterate faster from version 1 to version 100 Business processes evolve, which makes the ability for our AI to continue to understand and apply edits and changes one of its most powerful features. Simply describe a change (like "track the status of this task in a database") and the AI will synchronize with the current workflow, plan changes, create backups and then apply these changes across the entire workflow. Our AI makes iterating from version 1 to version 100 and beyond effortless. Just describe a change you require and AI handles all changes AI has full context of your workflow so it can make accurate edits and changes Full version backups and history allow you to roll back at any point Flexibility to edit an entire workflow or just a single component at a time ![](https://framerusercontent.com/images/o7HB40ZtV9UQiTI0ZtihHp02NzI.png) ## Startautomatingnow 14 days free trial No credit card required [Get access](https://form.workflow86.com/form/57c15fd2-87b4-45cc-8700-7a7da8607f09) [iframe](https://edit.framer.com/?framerSiteId=540354b44382fa2e928f8cd7185acd12253a798c0025ffdd4c92de2f4c551fa2&nodeId=ZDu3w9mY7&source=www.workflow86.com&features=%7B%22editorBarDisableFrameAncestorsSecurity%22%3Afalse%2C%22editorBarOnPageEditing%22%3Afalse%7D) ## Workflow Automation Pricing # Startautomatingnowwithafreetrial ##### Free Trial Get started with no credit card required Free 14 days 5 workflows (50 components per workflow) 300 actions 100 AI responses/outputs 2 Administrator/Editor Users 10 End Users Chat and email support ##### Starter Great for smaller teams and startups $99 / per month Unlimited workflows 250 components per workflow 1000 actions per month 300 AI responses/outputs 2 Administrator/Editor Users 10 End users Chat and email support ##### Enterprise Full-service plan for the most complex and mission-critical workflows Custom Unlimited workflows Unlimited actions Unlimited AI responses/outputs Custom User Licensing On-Premise Support Custom integrations and code Dedicated Account Manager Full-service implementation and professional services support ## Frequently Asked Questions ##### What is an action? ##### What is an AI response/output? ##### Do I need to pay for additional users? ##### Do I need a user account to submit a form or task? ##### Do you have a lower priced plan available? ## Startautomatingnow 14 days free trial No credit card required [Get access](https://form.workflow86.com/form/57c15fd2-87b4-45cc-8700-7a7da8607f09) [iframe](https://edit.framer.com/?framerSiteId=540354b44382fa2e928f8cd7185acd12253a798c0025ffdd4c92de2f4c551fa2&nodeId=zZmginna6&source=www.workflow86.com&features=%7B%22editorBarDisableFrameAncestorsSecurity%22%3Afalse%2C%22editorBarOnPageEditing%22%3Afalse%7D) ## AI and Workflow Automation # Blog [![](https://framerusercontent.com/images/R9cTfRqUW0Y5jO1qae0xpqhuSU.png)\\ \\ **The AI Revolution in Business: A Practical Guide to AI-Powered Workflow Automation**\\ \\ 📓 Articles\\ \\ ✅ Best Practice Guides\\ \\ Jun 10, 2025](https://www.workflow86.com/blog/the-ai-revolution-in-business-a-practical-guide-to-ai-powered-workflow-automation) [![](https://framerusercontent.com/images/THyN2d9djrIzIcwZGXrnTBcwAw.png)\\ \\ **Best IFTTT Alternatives: Find the Right Automation Tool for Your Needs**\\ \\ 📓 Articles\\ \\ May 15, 2025](https://www.workflow86.com/blog/best-ifttt-alternatives-find-the-right-automation-tool-for-your-needs) [![](https://framerusercontent.com/images/UEZWQUPPGaZUbbi5nQhVRkFRyg.png)\\ \\ **The Unbeatable Duo: How Human in the Loop AI Elevates Automation**\\ \\ 📓 Articles\\ \\ May 14, 2025](https://www.workflow86.com/blog/the-unbeatable-duo-how-human-in-the-loop-ai-elevates-automation) [![](https://framerusercontent.com/images/kC6PiWtTdKqZUYkVMu7TJmzJQy0.png)\\ \\ **No-Code AI: Build Intelligent Automations Without Writing a Single Line of Code**\\ \\ 📓 Articles\\ \\ Apr 30, 2025](https://www.workflow86.com/blog/no-code-ai-build-intelligent-automations-without-writing-a-single-line-of-code) [![](https://framerusercontent.com/images/CrfrJWJpLzJyHRu5gFBMEEmfXU.png)\\ \\ **Generate PDFs from a Word template: automate the creation of professional PDFs**\\ \\ 📓 Articles\\ \\ Apr 29, 2025](https://www.workflow86.com/blog/generate-pdfs-from-a-word-template-automate-the-creation-of-professional-pdfs) [![](https://framerusercontent.com/images/Qk1A22Bu25mwPeVqZDyc62arps.png)\\ \\ **Workflow Terminology: A Comprehensive Dictionary**\\ \\ Apr 22, 2025](https://www.workflow86.com/blog/workflow-terminology-a-comprehensive-dictionary) [![](https://framerusercontent.com/images/Arn1SoHn1PMv8vtvkFfhQjNp4qE.png)\\ \\ **Enhancing AI Predictability: Navigating Uncertainty with Human-in-the-Loop**\\ \\ Apr 21, 2025](https://www.workflow86.com/blog/enhancing-ai-predictability-navigating-uncertainty-with-human-in-the-loop) [![](https://framerusercontent.com/images/2943TW26KDqf3cHPx8zJ3J1n4.png)\\ \\ **From vibe coding to vibe automating: a new revolution for automation?**\\ \\ 📓 Articles](https://www.workflow86.com/blog/from-vibe-coding-to-vibe-automating-a-new-revolution-for-automation) [![](https://framerusercontent.com/images/Bl8Uxx2GmLfmQ5SEoyeuIqDttM.png)\\ \\ **Introducing the Telepathic Task Trigger: Thought-Powered Automation**\\ \\ ✨ Product updates](https://www.workflow86.com/blog/introducing-the-telepathic-task-trigger-thought-powered-automation) [![](https://framerusercontent.com/images/cZ7fXEzOkItHo8tfIqW0K5RSU.png)\\ \\ **Delay/Pause Module: how to pause and wait in a workflow in Make.com**\\ \\ 📓 Articles](https://www.workflow86.com/blog/delay-pause-module-in-make-com-how-to-pause-and-wait-in-a-workflow) [![](https://framerusercontent.com/images/HiBCFElAw1gJeIl9AOyVAfeIuo.png)\\ \\ **From Survey to Action: Automating Data Collection and Follow-Up Workflows**\\ \\ 📓 Articles](https://www.workflow86.com/blog/from-survey-to-action-automating-data-collection-and-follow-up-workflows) [![](https://framerusercontent.com/images/zaJkUGaepYNbm9CIQ7o8R3I9Pk.png)\\ \\ **Beyond the Welcome Email: Crafting Customer Onboarding Workflows That Drive Success**\\ \\ 📓 Articles](https://www.workflow86.com/blog/beyond-the-welcome-email-crafting-customer-onboarding-workflows-that-drive-success) [![](https://framerusercontent.com/images/1V05JqZTg9zD0yZzs6UnvYcRiw.png)\\ \\ **Streamlining the Hiring Process: how we automated out recruitment process**\\ \\ 📓 Articles](https://www.workflow86.com/blog/streamlining-the-hiring-process-how-we-automated-out-recruitment-process) [![](https://framerusercontent.com/images/N7DotiyKT1CIAxx1GHwbF9N1W4.png)\\ \\ **Streamline Your Sales Cycle: Generating Winning Online Proposals with AI**\\ \\ 📓 Articles](https://www.workflow86.com/blog/streamline-your-sales-cycle-generating-winning-online-proposals-with-ai) [![](https://framerusercontent.com/images/80ZbMfGVKlWC1Ki1gG2ov0JvE.png)\\ \\ **Effective Client Complaint Management: Turning Challenges into Opportunities**\\ \\ 📓 Articles](https://www.workflow86.com/blog/effective-client-complaint-management-turning-challenges-into-opportunities) Load More ## Startautomatingnow 14 days free trial No credit card required [Get access](https://form.workflow86.com/form/57c15fd2-87b4-45cc-8700-7a7da8607f09) [iframe](https://edit.framer.com/?framerSiteId=540354b44382fa2e928f8cd7185acd12253a798c0025ffdd4c92de2f4c551fa2&nodeId=UlToZkLfz&source=www.workflow86.com&features=%7B%22editorBarDisableFrameAncestorsSecurity%22%3Afalse%2C%22editorBarOnPageEditing%22%3Afalse%7D) ## Page Not Found # 404 Looks like this page does not exist ## Startautomatingnow 14 days free trial No credit card required [Get access](https://form.workflow86.com/form/57c15fd2-87b4-45cc-8700-7a7da8607f09) [iframe](https://edit.framer.com/?framerSiteId=540354b44382fa2e928f8cd7185acd12253a798c0025ffdd4c92de2f4c551fa2&nodeId=ZAg9EVDGL&source=www.workflow86.com&features=%7B%22editorBarDisableFrameAncestorsSecurity%22%3Afalse%2C%22editorBarOnPageEditing%22%3Afalse%7D) ## AI Workflow Automation Guide # TheAIRevolutioninBusiness:APracticalGuidetoAI-PoweredWorkflowAutomation Jun 10, 2025 ![](https://framerusercontent.com/images/R9cTfRqUW0Y5jO1qae0xpqhuSU.png) In today's hyper-competitive business landscape, are you and your team drowning in a sea of repetitive tasks? Are manual processes and administrative overhead slowing your growth and dulling your competitive edge? If you're nodding along, you're not just imagining it. The good news is that there's a powerful, accessible solution changing the game for businesses of all sizes: **AI-powered workflow automation**. By creating and integrating intelligent workflows, you can do more than just save time. You can boost efficiency, slash costs, and unlock new opportunities for innovation that were previously out of reach. This guide will provide a detailed look into the world of AI automation, uncover its transformative benefits, and offer a practical roadmap to help you implement it successfully. ## What is AI Automation? From Simple Rules to Intelligent Decisions AI automation represents a significant leap beyond traditional automation. - **Traditional Automation** is rule-based. It excels at executing pre-programmed, repetitive tasks. Think of an auto-responder that sends the same canned email response every time it's triggered. It's efficient, but rigid. - **AI Automation**, on the other hand, infuses intelligence into your processes. It leverages technologies like Machine Learning (ML), Natural Language Processing (NLP), and Computer Vision to create systems that can learn, adapt, and make decisions. To understand the difference, consider the evolution from a simple calculator to a sophisticated financial analyst. A calculator executes the calculations you input. An AI-powered financial model, however, can analyze market trends, sift through millions of data points, predict future outcomes, and suggest investment strategies. That's the power of **AI automation**: it doesn't just _do_ tasks, it _optimizes_ them. ## The Transformative Power of an AI-Powered Workflow A workflow is the series of steps required to complete a task. An **AI-powered workflow** is a supercharged version of that, where artificial intelligence intervenes to handle complex steps, make data-driven decisions, and learn from the outcomes to continuously improve. - **Radical Efficiency and Productivity:** AI can operate 24/7 without fatigue, handling everything from complex data entry and analysis to customer service routing in a fraction of the time it would take a human. Imagine reducing a reporting process that takes 10 hours a week down to 10 minutes. - **Significant Cost Reduction:** By automating tasks, you reduce the need for manual intervention. This isn't just about reducing headcount; it's about reallocating your most valuable resource—your team's time—to high-value, strategic work that drives growth. - **Enhanced, Data-Driven Decision-Making:** AI algorithms can analyze vast datasets to uncover insights and patterns that humans might miss. For example, an e-commerce AI could correlate sales data with local weather patterns to automatically adjust marketing for seasonal products, leading to smarter, more profitable business decisions. - **Drastically Improved Accuracy:** AI automation minimizes the risk of human error, especially in data-sensitive processes like finance, compliance, and logistics. This ensures higher quality, consistency, and reduced risk. - **Effortless Scalability:** As your business grows, AI-powered workflows can scale to handle increased volume without a proportional increase in headcount. This provides a crucial competitive advantage, allowing you to grow faster and more efficiently than your competitors. ## Real-World Examples of AI-Powered Workflows Here's a more detailed look at how an **AI-powered workflow**, which can be built using powerful platforms like **Workflow86**, can revolutionize different business functions: ### Customer Support - **Before:** A customer sends a support request. A human agent reads it, decides which department it belongs to, and manually forwards it. Response times lag, and tickets get lost. - **After (AI-Powered Workflow):** 1. A new support ticket arrives via email or a web form. 2. AI uses NLP to instantly analyze the ticket's content. It understands the request, determines sentiment (e.g., "urgent," "frustrated," "inquiry"), and categorizes it ("Billing," "Technical Issue," "Feature Request"). 3. The ticket is automatically routed to the correct agent or department with all relevant context attached. 4. For common, known issues, the AI suggests a pre-written, high-quality response for the agent to approve or edit, reducing response time from hours to minutes. ### Marketing - **Before:** The marketing team sends out generic email blasts and manually tries to figure out which leads are worth pursuing. - **After (AI-Powered Workflow):** 1. An AI system analyzes customer behavior on your website and app. 2. It automatically scores leads based on their actions (e.g., pages visited, content downloaded). 3. High-scoring "hot leads" are instantly routed to the sales team's CRM with a full activity summary. 4. Lower-scoring leads are entered into an automated "nurture sequence," receiving personalized emails with relevant content to guide them through the sales funnel. AI can even help generate and schedule social media content tailored to different audience segments. ### Finance - **Before:** The finance team manually enters data from hundreds of invoices into the accounting system, a tedious and error-prone process. - **After (AI-Powered Workflow):** 1. An invoice is received in a dedicated email inbox. 2. AI uses Optical Character Recognition (OCR) to "read" the invoice PDF or image. 3. It extracts key data points: vendor name, invoice number, amount, due date, and line items. 4. The system cross-references this data with purchase orders in the accounting system. 5. If everything matches, the invoice is automatically scheduled for payment and routed for final approval. If discrepancies are found, it's flagged for manual review by the finance team, who can now focus on exceptions rather than data entry. ### Human Resources - **Before:** HR staff spend countless hours sifting through hundreds of resumes for a single open position. - **After (AI-Powered Workflow):** 1. As candidates apply, an AI system screens their resumes against the job description. 2. It scores and ranks candidates based on key skills, experience, and qualifications. 3. The top 10% of candidates are automatically sent a link to schedule an initial screening call, directly integrating with the hiring manager's calendar. 4. Once a candidate is hired, the AI triggers a complete onboarding workflow: creating user accounts, sending welcome documents, and scheduling orientation meetings. ## How to Get Started: Your First AI-Powered Workflow Ready to begin? You don't need a team of data scientists. Here's a simple four-step process: 1. **Identify the Right Processes to Automate.** Look for the "low-hanging fruit." Ask these questions to find the best candidates: - Is the task highly repetitive and time-consuming? - Is it rule-based, even if the rules are complex? - Is it prone to human error? - Does it consume valuable time that could be spent on more strategic work? - _Good examples:_ Data entry, report generation, lead sorting, invoice processing. - _Bad examples:_ Final strategic decisions, complex creative work, sensitive client negotiations. 2. **Choose the Right Tools.** The market for AI automation tools is exploding. You have several options: - **No-Code/Low-Code Platforms:** This is the most accessible entry point for most businesses. Platforms like **Workflow86** are specifically designed to build complex, AI-powered workflows with an intuitive, visual interface. Other services like Zapier and Make.com also offer powerful automation capabilities. - **Specialized AI Tools:** Many tools for specific functions (e.g., customer support helpdesks, marketing automation platforms) now have powerful AI features built-in. - **Custom Solutions:** For more complex needs, you can use APIs from AI providers like OpenAI, Anthropic, or Google to build custom automation scripts. 3. **Start Small, Prove Value, and Scale.** Don't try to automate your entire business at once. Pick one or two high-impact processes for a pilot project. A successful pilot will demonstrate the value of automation, generate excitement, and provide valuable lessons before a broader rollout. 4. **Foster a Culture of Automation.** Automation can sometimes be met with fear or resistance. Address this head-on. - Communicate clearly about the goals: to empower the team, not replace them. - Provide training and support. - Highlight how AI automation frees people from mundane tasks to focus on more creative, engaging, and strategic initiatives that are more fulfilling and valuable to the company. ## Common Pitfalls to Avoid As you embark on your automation journey, be mindful of these common mistakes: - **Automating a Broken Process:** Automation magnifies efficiency, but it also magnifies flaws. If you automate a fundamentally broken or inefficient process, you'll just get bad results faster. Analyze and optimize the process _before_ you automate it. - **Lack of Clear Goals:** Don't automate for the sake of automation. Define what success looks like. Are you trying to reduce response time by 50%? Cut processing errors to zero? Free up 20 hours of team time per week? Set clear KPIs to measure your success. - **Ignoring the Human Element:** The most successful automation projects involve a "human in the loop." Design your workflows to handle exceptions gracefully and to bring in human expertise when needed. Change management and team buy-in are critical. - **Neglecting Security and Privacy:** When you automate processes that handle data, especially customer or financial data, security is paramount. Ensure your tools and workflows are compliant with data privacy regulations like GDPR and CCPA. ## Conclusion: The Future is Automated AI automation is no longer a futuristic concept: it's a practical, accessible tool that businesses are using _today_ to gain a significant competitive advantage. By strategically implementing AI-powered workflows, you can transform your operations, empower your team to do their best work, and drive unprecedented growth and innovation. The journey to full automation is just that: a journey, not a destination. By starting small, focusing on high-impact areas, and choosing the right tools like **Workflow86**, you can begin to unlock the incredible potential of **AI automation** for your business. The only question left is: What process will you automate first? [Best IFTTT Alternatives: Find the Right Automation Tool for Your Needs ›](https://www.workflow86.com/blog/best-ifttt-alternatives-find-the-right-automation-tool-for-your-needs) ## Startautomatingnow 14 days free trial No credit card required [Get access](https://form.workflow86.com/form/57c15fd2-87b4-45cc-8700-7a7da8607f09) ## Frequently Asked Questions ##### How does Workflow86 work? ##### Do I need to use the AI? ##### Is Workflow86 AI no-code? ##### What context does the AI use when building or editing a workflow? ##### Does the AI know any secrets or credentials I have stored? ##### Can you help me build a workflow? [iframe](https://edit.framer.com/?framerSiteId=540354b44382fa2e928f8cd7185acd12253a798c0025ffdd4c92de2f4c551fa2&nodeId=bmeOuEy8v&source=www.workflow86.com&features=%7B%22editorBarDisableFrameAncestorsSecurity%22%3Afalse%2C%22editorBarOnPageEditing%22%3Afalse%7D) ## IFTTT Alternatives Guide # BestIFTTTAlternatives:FindtheRightAutomationToolforYourNeeds May 15, 2025 ![](https://framerusercontent.com/images/THyN2d9djrIzIcwZGXrnTBcwAw.png) If This Then That (IFTTT) has been a go-to for simple automations for years. It's great for connecting apps and devices in straightforward ways – like getting a notification if rain is forecast or saving your Instagram photos to Dropbox. But what happens when your "if this" gets more complex, or your "then that" needs more power? You might start looking for IFTTT alternatives. Many users find themselves needing more than IFTTT's applet-based system can offer, especially as their automation needs grow or become more business-focused. If you're one of them, you're in the right place. ## Why Look for an IFTTT Alternative? While IFTTT excels at simplicity, several factors might lead you to explore other options: - **Pricing Changes & Limitations:** IFTTT's Pro plan introduced new limits, and for more extensive use, the costs can add up, or the free tier might feel restrictive. - **Need for More Complex Logic:** Business processes often require more than a single trigger and action. You might need [conditional logic](https://docs.workflow86.com/docs/components/cond_logic) (if X happens, do Y, but if Z happens, do A), multi-step sequences, or the ability to [branch paths](https://docs.workflow86.com/docs/components/branch_paths) in your workflow. - **Desire for Advanced Features:** Things like detailed error handling, data transformation, [AI-powered steps](https://docs.workflow86.com/docs/ai/ai-intro), or [human-in-the-loop approvals](https://docs.workflow86.com/docs/forms-and-tasks/assign_task) are often missing in simpler tools. - **Specific Integration Gaps:** While IFTTT has many integrations, it might not connect with every niche or specialized business application you use. - **Scalability for Business:** As businesses grow, their automation needs become more sophisticated, requiring tools that can handle higher volumes and more intricate [workflows](https://docs.workflow86.com/docs/workflows/workflow_intro). ## Key Features to Consider in an Automation Tool Choosing the right automation platform can feel daunting. Here's a checklist of what to look for to help you decide: - **Connectivity:** How many apps and services does it connect with? Does it support the specific tools critical to your tasks? Check out a platform's [integrations list](https://www.workflow86.com/integrations). - **Complexity Handling:** Can it manage multi-step automations? Does it offer conditional logic, branching, [loops](https://docs.workflow86.com/docs/workflows/loops), and parallel processing? - **User Interface (UI) & Ease of Use:** Is it intuitive? Does it offer a visual builder? Is it truly no-code, or does it require some technical know-how? Can you easily [edit your workflows](https://docs.workflow86.com/docs/getting-started/edit_workflow)? - **Pricing:** How does the pricing scale? Is there a free tier that's genuinely useful? What are the limits on tasks, users, or connected apps? Does it offer good value for your specific needs? (See an example [here](https://www.workflow86.com/pricing)). - **Advanced Features:** Does it support AI components, advanced data manipulation ( [like parsing JSON](https://docs.workflow86.com/docs/components/parse_json)), robust error handling, or the ability to [run custom code](https://docs.workflow86.com/docs/components/run_code)? - **Human-in-the-Loop:** Can you easily incorporate manual steps, such as approvals or [task assignments](https://docs.workflow86.com/docs/forms-and-tasks/assign_task), into your automated processes? - **Support & Community:** What kind of support is available? Is there an active user community for help and inspiration? - **Use Cases:** Is it better suited for personal productivity, small business tasks, or enterprise-level [solutions](https://www.workflow86.com/solutions)? ## Top IFTTT Alternatives to Explore Let's look at some popular and powerful IFTTT alternatives: ### 1\. Zapier - **Brief:** A giant in the automation space, known for connecting thousands of web apps. - **Pros:** Massive library of app integrations ("Zaps"), user-friendly interface for simple to moderately complex automations. - **Cons:** Can become expensive quickly as your task volume or complexity increases. The free tier is quite limited. - **Best for:** Users needing to connect a wide array of common web services for tasks that don't involve extremely intricate logic. ### 2\. Make (formerly Integromat) - **Brief:** Offers a highly visual and flexible "scenario" builder for more complex automations. - **Pros:** Powerful data manipulation tools, visual debugging, more granular control over workflow logic than Zapier for certain tasks. - **Cons:** The interface can have a steeper learning curve for beginners. Pricing is based on operations, which can be tricky to predict. - **Best for:** Users who need to build visually complex workflows with detailed data handling and don't mind a bit of a learning curve. ### 3\. n8n.io - **Brief:** A source-available (often called open-source) workflow automation tool that can be self-hosted or used via their cloud offering. - **Pros:** Cost-effective, especially if self-hosted. Node-based visual editor offers flexibility for developers and technical users. Growing list of integrations. - **Cons:** Self-hosting requires technical setup and maintenance. The number of native integrations is smaller than Zapier or Make, though it's expanding. - **Best for:** Tech-savvy users, developers, and businesses looking for a customizable, potentially low-cost solution, especially if they can self-host. ### 4\. Microsoft Power Automate (formerly Microsoft Flow) - **Brief:** Microsoft's automation platform, deeply integrated into the Microsoft 365 and Azure ecosystems. - **Pros:** Excellent for automating tasks within Microsoft applications (Outlook, SharePoint, Teams, Dynamics 365, etc.). Strong enterprise features and RPA capabilities. - **Cons:** Can be less intuitive or efficient when working with non-Microsoft services. Licensing can be complex depending on your Microsoft subscriptions. - **Best for:** Businesses heavily invested in the Microsoft ecosystem. ### 5\. Workflow86: The Flexible Powerhouse for Complex Workflows If you're finding that "simple" automation tools don't quite cut it for your business processes, or if you need something more adaptable than rigid linear flows, [Workflow86](https://www.workflow86.com/) offers a compelling alternative. It's designed to handle the kind of [non-linear workflows](https://www.workflow86.com/non-linear-workflows) that businesses actually run on. Here's how Workflow86 stands out: - **Truly Non-Linear Processes:** Many business operations aren't a straight line. Workflow86 allows you to build dynamic workflows with multiple branches, decision points, and the ability to [merge and converge paths](https://www.workflow86.com/blog/merge-and-converge-workflows), reflecting real-world complexity. - **Seamless Human-in-the-Loop:** Automate what you can, and easily bring humans in for approvals, decisions, or tasks that need a personal touch. You can [assign tasks](https://docs.workflow86.com/docs/components/assign_task) and manage them through a [task inbox](https://docs.workflow86.com/docs/forms-and-tasks/task-inbox). - **Powerful AI Integration:** Go beyond simple triggers and actions by embedding [AI components](https://docs.workflow86.com/docs/ai/ai-component-builder) directly into your workflows. Use AI for summarization, data extraction, content generation, and more, making your automations smarter. - **Sophisticated Form Building:** Kick off complex processes or gather information mid-workflow with a robust [form builder](https://docs.workflow86.com/docs/components/form_builder) that supports various [field types and conditional logic](https://docs.workflow86.com/docs/forms-and-tasks/field_question_types). - **Database Connectivity:** Easily [query](https://docs.workflow86.com/docs/components/query_database) or [update your databases](https://docs.workflow86.com/docs/components/update_record) as part of your automated processes, keeping your data in sync. - **Developer Friendly:** While offering a no-code visual builder, Workflow86 also allows you to [run custom Python or JavaScript code](https://docs.workflow86.com/docs/components/run_code) for ultimate flexibility. Imagine automating a complex client onboarding process. With Workflow86, you could design a flow that starts with a [form](https://docs.workflow86.com/docs/forms-and-tasks/forms-library), branches based on client type, sends customized welcome [emails](https://docs.workflow86.com/docs/components/email), assigns setup tasks to different team members, and uses AI to personalize follow-up communications. You can even [get started with a blank workflow](https://docs.workflow86.com/docs/getting-started/blank_workflow) and build it out piece by piece. ## Making Your Choice: A Quick Decision Framework Still unsure? Ask yourself these questions: - **Primary Goal:** Am I automating simple personal tasks, or complex, multi-stage business processes? - **Must-Have Integrations:** Which specific apps _must_ the tool connect with? - **Technical Comfort:** Am I looking for pure no-code, or am I comfortable with low-code or even some scripting? - **Budget:** What's a realistic monthly or annual spend for an automation tool? - **Key Features:** Do I need advanced logic, human approvals, robust data handling, or [AI capabilities](https://www.workflow86.com/ai-features)? Answering these will help you narrow down the options. For a deeper dive into creating effective workflows, check out our [guide on how to create effective workflows](https://www.workflow86.com/blog/your-comprehensive-guide-on-how-to-create-effective-workflows). ## Ready to Automate Smarter? The best IFTTT alternative is the one that best fits _your_ unique requirements. While IFTTT is great for simple connections, tools like Zapier, Make, n8n.io, and Power Automate offer more power and flexibility for a wider range of tasks. And if your needs involve intricate business logic, human collaboration, and the power of AI woven directly into your processes, then [Workflow86](https://www.workflow86.com/) is built for you. It's designed to help you move beyond basic applets to build truly intelligent and adaptive automations that can transform how your business operates. Explore our [solutions for various departments](https://www.workflow86.com/solutions) like [sales](https://www.workflow86.com/solutions/sales) or [HR](https://www.workflow86.com/solutions/hr-people-ops) to see what's possible. [No-Code AI: Build Intelligent Automations Without Writing a Single Line of Code ›](https://www.workflow86.com/blog/no-code-ai-build-intelligent-automations-without-writing-a-single-line-of-code) [‹ The AI Revolution in Business: A Practical Guide to AI-Powered Workflow Automation](https://www.workflow86.com/blog/the-ai-revolution-in-business-a-practical-guide-to-ai-powered-workflow-automation) ## Startautomatingnow 14 days free trial No credit card required [Get access](https://form.workflow86.com/form/57c15fd2-87b4-45cc-8700-7a7da8607f09) ## Frequently Asked Questions ##### How does Workflow86 work? ##### Do I need to use the AI? ##### Is Workflow86 AI no-code? ##### What context does the AI use when building or editing a workflow? ##### Does the AI know any secrets or credentials I have stored? ##### Can you help me build a workflow? [iframe](https://edit.framer.com/?framerSiteId=540354b44382fa2e928f8cd7185acd12253a798c0025ffdd4c92de2f4c551fa2&nodeId=nIVpRUPat&source=www.workflow86.com&features=%7B%22editorBarDisableFrameAncestorsSecurity%22%3Afalse%2C%22editorBarOnPageEditing%22%3Afalse%7D) ## No-Code AI Solutions # No-CodeAI:BuildIntelligentAutomationsWithoutWritingaSingleLineofCode Apr 30, 2025 ![](https://framerusercontent.com/images/kC6PiWtTdKqZUYkVMu7TJmzJQy0.png) Artificial Intelligence (AI) is changing how we work, but many think it's only for those who can code. What if you could use AI's power without needing a computer science degree? That's where no-code AI comes in. It's a way for anyone to build AI-powered solutions, quickly and easily. ## What Exactly is No-Code AI? No-code AI refers to platforms and tools that let you create and use AI models and applications using visual interfaces, like drag-and-drop editors, instead of traditional programming. Think of it as building with digital LEGO blocks – you pick the AI capabilities you need and connect them to create something new. This approach is making AI accessible to a much wider audience, including business users, marketers, and entrepreneurs. If you're looking to understand the basics of how AI can be integrated into systems, our [introduction to AI](https://docs.workflow86.com/docs/ai/ai-intro) might be a good starting point. ## Why is Everyone Talking About No-Code AI? The buzz around no-code AI isn't just hype. It offers some real advantages: - **Speed:** Develop and launch AI applications much faster than traditional coding methods. - **Cost Savings:** Reduces the need for specialized (and often expensive) AI developers. - **Empowerment:** Enables "citizen developers" – people without formal coding skills – to build AI solutions for their specific needs. - **Innovation:** Allows for rapid prototyping and experimentation, leading to more creative AI uses. This shift means more people can contribute to building intelligent tools, bringing diverse perspectives to AI development. ## Who Can Benefit from No-Code AI? The short answer? Almost anyone in any industry! - **Businesses:** Automate routine tasks, improve customer service with AI chatbots, or get deeper insights from their data. - **Marketers:** Personalize campaigns, analyze customer sentiment, or even generate content ideas. - **Product Teams:** Quickly build and test AI features for their applications. - **Individuals:** Create tools to streamline personal workflows or bring innovative ideas to life. ## Key Things to Look for in a No-Code AI Platform When you're ready to explore no-code AI tools, here are a few features to consider: - **Intuitive Visual Interface:** A clean, drag-and-drop builder makes it easy to design your AI logic. - **Pre-built Models & Templates:** Access to ready-to-use AI models for common tasks (like text analysis or image recognition) can save a lot of time. - **Integration Options:** The ability to connect with your existing software and data sources is crucial. - **Customization:** While it's "no-code," having options to tweak and tailor the AI to your specific needs is important. - **Scalability:** Ensure the platform can handle your needs as they grow. - **Support & Community:** Good documentation, tutorials, and an active user community can be very helpful. Platforms like [Workflow86](https://www.workflow86.com/) are designed with these principles in mind, allowing you to construct complex [AI-driven workflows](https://docs.workflow86.com/docs/category/workflow86-ai) with ease. ## Practical Uses: What Can You Actually Do? No-code AI isn't just a concept; it's being used to solve real-world problems today. Here are a few examples: - **Automated Customer Support:** Build chatbots that can answer frequently asked questions 24/7. - **Smart Data Entry & Processing:** Extract information from documents (like invoices or forms) automatically. - **Personalized Recommendations:** Offer tailored product or content suggestions to users. - **Sentiment Analysis:** Understand customer opinions by analyzing reviews or social media comments. - **Automated Content Tagging:** Organize articles or images by automatically assigning relevant tags. ## Your No-Code AI Project Checklist: A Simple Framework Ready to start your first no-code AI project? Here's a straightforward checklist to guide you: 1. **Define Your Goal:** - \[ \] What specific problem do you want to solve or what process do you want to improve with AI? - \[ \] What does success look like? (e.g., reduce response time by X%, automate Y% of manual data entry). 2. **Understand Your Data:** - \[ \] What data do you need for your AI solution? - \[ \] Where is this data located? Is it accessible? - \[ \] Is the data in a usable format? Does it need cleaning or preparation? 3. **Choose Your Tool:** - \[ \] Based on your goal and data, research no-code AI platforms. (Consider options that offer an [AI workflow builder](https://docs.workflow86.com/docs/ai/ai-workflow-builder) or an [AI component builder](https://docs.workflow86.com/docs/ai/ai-component-builder) for flexibility). - \[ \] Does the platform support the type of AI you need (e.g., text analysis, image recognition, prediction)? - \[ \] Check for ease of use, integration capabilities, and pricing. 4. **Design & Build:** - \[ \] Map out the steps of your AI process visually. - \[ \] Use the no-code platform's interface to build your solution. - \[ \] Connect to your data sources. 5. **Test Rigorously:** - \[ \] Test your AI with various scenarios and data inputs. - \[ \] Does it produce the expected results? Is it accurate? - \[ \] Get feedback from potential users if possible. 6. **Deploy & Monitor:** - \[ \] Launch your no-code AI solution. - \[ \] Continuously monitor its performance and accuracy. - \[ \] Be prepared to make adjustments and improvements based on real-world use. ## Tips for Getting Started with No-Code AI - **Start Simple:** Don't try to build something overly complex for your first project. Pick a small, clear problem to solve. - **Learn the Basics:** While you don't need to code, understanding basic AI concepts can be helpful. Many platforms offer great tutorials. - **Experiment:** The beauty of no-code is that you can try things out quickly. Don't be afraid to experiment and iterate. - **Focus on Value:** Always ask how your AI solution will provide real value to you or your users. - **Explore Platforms:** Check out tools like [Workflow86](https://www.workflow86.com/ai-features) that not only offer no-code AI capabilities but also robust [workflow automation](https://docs.workflow86.com/docs/workflows/workflow_intro) features to connect your AI into broader business processes. ## The Future is No-Code (and AI-Powered) No-code AI is more than a trend; it's a significant step towards making artificial intelligence a tool for everyone. As these platforms become even more powerful and user-friendly, we'll see even more innovative applications emerge across all sectors. Ready to explore what no-code AI can do for you? Start by identifying a simple process you'd like to improve, and see how these exciting tools can help you build smarter, not harder. [The Unbeatable Duo: How Human in the Loop AI Elevates Automation ›](https://www.workflow86.com/blog/the-unbeatable-duo-how-human-in-the-loop-ai-elevates-automation) [‹ Best IFTTT Alternatives: Find the Right Automation Tool for Your Needs](https://www.workflow86.com/blog/best-ifttt-alternatives-find-the-right-automation-tool-for-your-needs) ## Startautomatingnow 14 days free trial No credit card required [Get access](https://form.workflow86.com/form/57c15fd2-87b4-45cc-8700-7a7da8607f09) ## Frequently Asked Questions ##### How does Workflow86 work? ##### Do I need to use the AI? ##### Is Workflow86 AI no-code? ##### What context does the AI use when building or editing a workflow? ##### Does the AI know any secrets or credentials I have stored? ##### Can you help me build a workflow? [iframe](https://edit.framer.com/?framerSiteId=540354b44382fa2e928f8cd7185acd12253a798c0025ffdd4c92de2f4c551fa2&nodeId=lc5fRZH87&source=www.workflow86.com&features=%7B%22editorBarDisableFrameAncestorsSecurity%22%3Afalse%2C%22editorBarOnPageEditing%22%3Afalse%7D) ## Human-AI Collaboration # TheUnbeatableDuo:HowHumanintheLoopAIElevatesAutomation May 14, 2025 ![](https://framerusercontent.com/images/UEZWQUPPGaZUbbi5nQhVRkFRyg.png) In today's fast-paced business environment, everyone's talking about automation. The promise of streamlining operations, reducing errors, and freeing up valuable human hours is incredibly alluring. We see "ai workflow automation" and "intelligent automation solutions" popping up everywhere, and for good reason. But what happens when full automation isn't quite enough, or when the nuances of a task require a human touch? This is where **human in the loop automation** and, more specifically, **human in the loop AI** shine. Many businesses are discovering that the most powerful solutions don't pit humans against machines, but rather pair them for optimal results. Think of it less as a takeover by AI, and more as a sophisticated collaboration. [Workflow86](https://www.workflow86.com/) is built on this very principle, enabling businesses to design complex [workflows](https://docs.workflow86.com/docs/workflows/workflow_intro) that seamlessly integrate automated steps with crucial human decision points. ### Why Human Oversight Remains Crucial in an Automated World So, what does this "human-centered automation" actually look like in practice? Imagine an [AI-powered workflow](https://docs.workflow86.com/docs/ai/ai-intro) designed to process customer support tickets. The AI can handle the initial sorting, categorize issues, and even suggest responses for common queries. This is a fantastic application of [intelligent process automation](https://www.workflow86.com/ai-features). However, when a particularly complex or sensitive issue arises, the system can automatically flag it and route it to a human agent. The agent, now equipped with all the information gathered by the AI, can step in to provide the empathy and critical thinking needed to resolve the problem effectively. This is a prime example of [human-ai collaboration](https://www.workflow86.com/blog/easily-add-human-in-the-loop-steps-to-zapier-with-workflow86) at its best. ### Finding the Right Balance: The Human-AI Task Spectrum To better understand how to implement this, consider the **"Human-AI Task Spectrum" framework**: 1. **Full Automation:** Tasks that are repetitive, data-driven, and have clear, objective outcomes. _Example: Sending out a standard welcome email upon new user signup (_ [_see how to build signup flows_](https://www.workflow86.com/blog/build-powerful-signup-flows-in-minutes) _)._ 2. **AI-Assisted Human Task:** Tasks where AI provides data, insights, or suggestions, but a human makes the final decision. _Example: An AI drafts a sales proposal, but a sales representative reviews and customizes it before sending (_ [_learn about generating proposals with AI_](https://www.workflow86.com/blog/streamline-your-sales-cycle-generating-winning-online-proposals-with-ai) _)._ 3. **Human-Initiated AI Task:** Tasks where a human triggers an AI process to handle a specific sub-task. _Example: A legal team member uses an AI tool to summarize a lengthy contract before they begin their detailed review._ 4. **Human Oversight & Intervention:** AI handles the bulk of the process, but humans monitor performance and intervene when necessary or for exceptions. _Example: An AI-driven system manages inventory levels, but a procurement specialist steps in if a critical supply chain disruption occurs._ 5. **Full Human Task:** Tasks requiring deep empathy, complex ethical considerations, or highly creative, novel solutions. _Example: Developing a brand new marketing strategy for an untested market segment._ By categorizing tasks along this spectrum, businesses can identify the optimal points to inject **human in the loop automation**. This isn't just about [workflow efficiency tools](https://www.workflow86.com/all-features); it's about creating smarter, more resilient, and ultimately more human-friendly [automated business processes](https://www.workflow86.com/solutions). Platforms like [Workflow86's no-code workflow platform](https://www.workflow86.com/) empower citizen developers and process owners to build these nuanced workflows without needing to write a single line of code. You can easily [assign tasks to humans](https://docs.workflow86.com/docs/components/assign_task) within an otherwise automated sequence. ### The Adaptability Advantage: Leveraging Human in the Loop AI The beauty of **human in the loop AI** is its adaptability. It acknowledges that some decisions benefit from computational power, while others require human intuition and experience. This approach helps in achieving significant [workflow automation ROI](https://www.workflow86.com/blog/4-reasons-why-workflow-automation-wont-take-your-job) by not over-automating or under-utilizing your team's unique skills. Whether you're looking at [digital process automation](https://www.workflow86.com/solutions/it-operations) or exploring [hyperautomation solutions](https://www.workflow86.com/ai-features), remember that the human element is often the key to unlocking true intelligent automation. ### Getting Started: Practical Steps to Implement Human in the Loop Automation To get started with implementing human in the loop automation, consider these practical steps: - **Identify Bottlenecks:** Where do your current processes slow down due to the need for human judgment or intervention? - **Map Your Processes:** Clearly document your existing workflows to see where AI can assist and where human input is critical. [Understanding workflows vs processes](https://www.workflow86.com/blog/workflows-vs-processes-understanding-the-key-differences) is a great starting point. - **Start Small:** Pick one or two processes where a human-in-the-loop approach could make a significant impact. - **Choose the Right Tools:** Look for flexible platforms that allow easy integration of AI components and human task management. An [enterprise workflow software](https://www.workflow86.com/) should offer this. - **Train and Empower:** Ensure your team understands how the new system works and how their roles are enhanced by AI, not replaced. - **Iterate and Optimize:** Continuously review your [ai workflow optimization](https://docs.workflow86.com/docs/ai/ai-workflow-editor) and gather feedback from the humans in the loop to refine the process. ### The Future is Collaborative: Human Intelligence Meets Artificial Intelligence By embracing **human in the loop automation** and **human in the loop AI**, businesses can build more effective, efficient, and adaptable operations. It's about finding the perfect synergy between artificial intelligence and human intelligence, leading to [intelligent workflow solutions](https://www.workflow86.com/solutions) that truly work. [Generate PDFs from a Word template: automate the creation of professional PDFs ›](https://www.workflow86.com/blog/generate-pdfs-from-a-word-template-automate-the-creation-of-professional-pdfs) [‹ No-Code AI: Build Intelligent Automations Without Writing a Single Line of Code](https://www.workflow86.com/blog/no-code-ai-build-intelligent-automations-without-writing-a-single-line-of-code) ## Startautomatingnow 14 days free trial No credit card required [Get access](https://form.workflow86.com/form/57c15fd2-87b4-45cc-8700-7a7da8607f09) ## Frequently Asked Questions ##### How does Workflow86 work? ##### Do I need to use the AI? ##### Is Workflow86 AI no-code? ##### What context does the AI use when building or editing a workflow? ##### Does the AI know any secrets or credentials I have stored? ##### Can you help me build a workflow? [iframe](https://edit.framer.com/?framerSiteId=540354b44382fa2e928f8cd7185acd12253a798c0025ffdd4c92de2f4c551fa2&nodeId=IXRBP0JDQ&source=www.workflow86.com&features=%7B%22editorBarDisableFrameAncestorsSecurity%22%3Afalse%2C%22editorBarOnPageEditing%22%3Afalse%7D) ## Automate PDF Creation # GeneratePDFsfromaWordtemplate:automatethecreationofprofessionalPDFs Apr 29, 2025 ![](https://framerusercontent.com/images/CrfrJWJpLzJyHRu5gFBMEEmfXU.png) Creating consistent, professional documents efficiently remains a challenge for many businesses. When you need to generate numerous personalized documents while maintaining brand consistency, converting Word templates to PDFs becomes essential. This guide compares the leading solutions to help you choose the right approach for your business needs. ## Why Convert Word Templates to PDFs? Before diving into solutions, let's understand the key benefits: - **Consistent presentation** across all devices and platforms - **Enhanced security** with password protection and restrictions - **Professional finishing** for client-facing documents - **Improved accessibility** compliance for many organizations - **Reduced file size** for easier sharing and storage ## Comparing PDF Generation Solutions When selecting a tool for your Word-to-PDF conversion needs, each option offers distinct advantages for different organizational requirements: ### Microsoft Power Automate **Microsoft Power Automate** provides a no-code solution for Microsoft 365 users. Its Word Online (Business) connector can automatically populate templates, while the PDF connector handles conversion. - **Strengths**: Seamless integration with Microsoft ecosystem, user-friendly interface, no additional software required - **Limitations**: Requires Microsoft 365 subscription, some advanced formatting features may not convert perfectly, limited customization for complex workflows - **Pricing**: Included with Microsoft 365 Business plans or starting at $15/user/month for standalone - **Best for**: Small to medium organizations already invested in Microsoft 365 with moderate document generation needs ### Adobe Document Generation API **Adobe Document Generation API** delivers professional-grade document creation with advanced JSON data mapping. - **Strengths**: Superior PDF conversion quality, enterprise-grade security, extensive template support with Adobe's document expertise - **Limitations**: Higher cost structure, steeper learning curve for implementation, requires developer resources - **Pricing**: Pay-per-document model starting at $0.05 per document generation (volume discounts available) - **Best for**: Enterprises with high-volume document needs requiring premium output quality and security ### DocuSign Generation **DocuSign Generation** combines template management with signature capabilities for end-to-end document processes. - **Strengths**: Integrated e-signature capabilities, intuitive template builder, comprehensive audit trails - **Limitations**: Primary focus on signature workflows may be excessive for simple conversion needs, subscription costs - **Pricing**: Available as add-on to DocuSign plans, typically starting at $25/user/month in addition to base plan - **Best for**: Organizations requiring both document generation and legally binding signatures in the same workflow ### Python Automation **Python Automation** with libraries like python-docx, docxtpl, and PyPDF2 offers a customizable open-source approach. - **Strengths**: Complete customization freedom, no licensing costs, integration flexibility with any system - **Limitations**: Requires programming expertise, maintenance responsibility, conversion quality depends on implementation skills - **Pricing**: Free (open-source libraries), but requires development resources - **Best for**: Organizations with technical resources seeking highly tailored solutions or handling unusual document requirements ### Workflow86 **Workflow86** provides an all-in-one workflow automation platform with powerful document generation capabilities through its Document Editor component. - **Strengths**: Complete workflow integration, no-code template building, seamless data mapping from any workflow step, built-in approval processes - **Limitations**: Learning curve for full platform capabilities, better suited for organizations looking beyond standalone document generation - **Pricing**: Starting at $20/user/month with scalable enterprise plans available - **Best for**: Companies seeking to embed document generation within comprehensive business process automation ### Zapier with Word/PDF Integrations **Zapier with Word/PDF Integrations** offers simplified workflow connections between popular apps and document services. - **Strengths**: Extensive app ecosystem connections, approachable interface for non-technical users, quick implementation - **Limitations**: Less control over conversion details, potential for complexity with multi-step workflows, conversion quality varies by integrated services - **Pricing**: Free plan available, paid plans starting at $19.99/month with limits on number of automations - **Best for**: Small businesses looking to quickly automate simple document workflows without significant investment ### PDFTron/Apryse SDK **PDFTron/Apryse SDK** provides developer-focused libraries for precise document processing and conversion. - **Strengths**: Unmatched conversion accuracy, comprehensive API for document manipulation, cross-platform support - **Limitations**: Requires significant development resources, licensing costs, implementation complexity - **Pricing**: Custom enterprise licensing, typically annual subscription model - **Best for**: Organizations building custom document solutions with exacting requirements for output quality and control ## Key Selection Criteria When evaluating these solutions against your business needs, consider these critical factors: ### Volume Requirements - **Low volume** (under 100/month): Manual conversion or simple automation tools may be sufficient - **Medium volume** (100-1000/month): Consider Microsoft Power Automate, Workflow86, or Zapier integrations - **High volume** (1000+/month): Adobe Document Generation API, custom Python solutions, or PDFTron may offer better scaling economics ### Technical Resources - **Limited technical team**: Favor no-code solutions like Workflow86, Power Automate, or Zapier - **Strong development team**: Consider APIs and SDKs from Adobe, PDFTron, or custom Python implementations - **Mixed capabilities**: Look for platforms that balance visual builders with code-when-needed options ### Integration Requirements - **Microsoft-centric**: Power Automate provides the tightest integration with Office - **Multiple systems**: Workflow86 and Zapier excel at connecting diverse applications - **Custom systems**: Python automation or PDFTron offer the most flexibility for proprietary systems ### Document Complexity - **Simple forms**: Most solutions handle basic text replacement effectively - **Complex layouts**: Adobe and PDFTron provide superior handling of intricate designs - **Dynamic content**: Workflow86 and custom solutions offer better support for conditional sections and variable content ## Implementation Best Practices Regardless of which solution you choose, these practices will help ensure successful implementation: ### Template Design Create well-structured Word documents with proper styling, consistent formatting, and clearly defined placeholder fields to ensure smooth transitions to PDF. Avoid complex formatting that might not translate effectively during conversion. ### Placeholder Strategy Whether using simple text markers like {{name}} or more sophisticated field codes in Word, your placeholder system should accommodate various data types while remaining easy to maintain and update. ### Quality Control Implement preview capabilities, error detection, and consistency checks to ensure every generated PDF meets your quality requirements before reaching its destination. ### Process Integration Connect your document generation with upstream data collection and downstream distribution to create a seamless end-to-end process that eliminates manual handoffs. ## Workflow86's Document Editor Among the solutions compared, Workflow86's Document Editor stands out for organizations seeking comprehensive process automation beyond simple document generation. The Document Editor component seamlessly handles Word-to-PDF conversion while integrating with other business operations: - **Template Management**: Create and manage Word templates directly within the platform or import existing templates - **Contextual Data Access**: Incorporate information from form submissions, database queries, API responses, or calculations performed in earlier workflow steps - **Automatic Conversion**: Transform populated Word templates into polished PDFs without requiring additional tools - **Approval Integration**: Documents move through review cycles before finalization with built-in approval processes - **E-Signature Collection**: Seamless integration for documents requiring formal authentication - **Process Continuity**: Eliminate data silos with continuous processes from information gathering through document creation to distribution Learn more about implementing this powerful component by exploring the [Document Editor documentation](https://docs.workflow86.com/docs/components/doc_editor) and discovering how it connects with other aspects of your workflow automation strategy. Creating professional PDFs from Word templates doesn't require complex processes or specialized expertise. With the right solution matched to your specific needs, you can transform this essential business function from a time-consuming task into a streamlined, reliable process. Evaluate your requirements for volume, technical resources, integration needs, and document complexity to determine which solution offers the best fit. Whether you choose a specialized tool or a comprehensive platform like Workflow86, implementing automated PDF generation from Word templates will deliver significant efficiency gains while maintaining document quality and consistency. [Workflow Terminology: A Comprehensive Dictionary ›](https://www.workflow86.com/blog/workflow-terminology-a-comprehensive-dictionary) [‹ The Unbeatable Duo: How Human in the Loop AI Elevates Automation](https://www.workflow86.com/blog/the-unbeatable-duo-how-human-in-the-loop-ai-elevates-automation) ## Startautomatingnow 14 days free trial No credit card required [Get access](https://form.workflow86.com/form/57c15fd2-87b4-45cc-8700-7a7da8607f09) ## Frequently Asked Questions ##### How does Workflow86 work? ##### Do I need to use the AI? ##### Is Workflow86 AI no-code? ##### What context does the AI use when building or editing a workflow? ##### Does the AI know any secrets or credentials I have stored? ##### Can you help me build a workflow? [iframe](https://edit.framer.com/?framerSiteId=540354b44382fa2e928f8cd7185acd12253a798c0025ffdd4c92de2f4c551fa2&nodeId=bexF5tDkW&source=www.workflow86.com&features=%7B%22editorBarDisableFrameAncestorsSecurity%22%3Afalse%2C%22editorBarOnPageEditing%22%3Afalse%7D) ## Workflow Terminology Dictionary # WorkflowTerminology:AComprehensiveDictionary Apr 22, 2025 ![](https://framerusercontent.com/images/Qk1A22Bu25mwPeVqZDyc62arps.png) This dictionary provides clear definitions of common workflow terms to help you navigate the world of business processes and automation. Understanding this terminology is essential for effectively designing, implementing, and optimizing workflows in your organization. ## A ### Actor Any person, department, system, or machine directly involved in a workflow. Actors "hold the work" at different stages and influence how efficiently processes run. **Example:** A customer service agent escalates a support ticket to engineering when they cannot resolve it. ### Activity The smallest logical unit of work in a workflow process. Activities are individual steps that collectively form a complete process. They can be manual (performed by humans) or automated (performed by systems). **Example:** In an order processing workflow, validating payment is an automated activity handled by the payment gateway. ### As-Is Workflow An accurate representation of how work is currently organized—a snapshot of your existing process with all its strengths and challenges. Documenting the as-is workflow is typically the first step in process improvement. **Example:** Mapping out every step a new customer goes through when signing up on your platform before making any changes. ### Automation The use of technology to complete tasks with minimal or no human intervention. Automation typically handles repetitive, predictable tasks that don't require significant decision-making. **Example:** Automatically generating and sending invoice PDFs to customers once their orders are fulfilled. ### Automation Rate The percentage of work within a process that is completed automatically rather than manually. A higher automation rate generally indicates greater efficiency. **Example:** A logistics team reports that 85% of shipment tracking updates are posted automatically by the system, freeing up staff for higher‑value work. ## B ### Bottleneck A point of congestion in a process that limits the overall throughput. Bottlenecks restrict flow and cause delays, often becoming prime targets for process improvement. **Example:** During peak season, the packing station becomes a bottleneck, delaying all outgoing shipments. ### Business Process A set of related activities or tasks that, once completed, accomplish an organizational goal. Business processes may span multiple departments and involve various actors. **Example:** Onboarding a new employee involves creating user accounts, assigning training modules, and scheduling orientation sessions. ### Business Process Automation (BPA) A comprehensive approach to automating complex, enterprise-wide processes. BPA often involves integrating multiple systems and may incorporate artificial intelligence for decision-making. **Example:** The finance team uses BPA to auto-approve vendor payments once purchase orders and invoices match. ### Business Process Management (BPM) The discipline of modeling, automating, executing, controlling, measuring, and optimizing business processes to improve organizational performance. BPM takes an end-to-end view rather than optimizing individual functions in isolation. **Example:** A retailer applies BPM to streamline its order-to-delivery cycle, reducing delays and errors. ### Business Process Management System (BPMS) Software that provides tools for designing, implementing, executing, and monitoring business processes. A BPMS typically includes process modeling, workflow engine, and analytics capabilities. **Example:** Our team uses Camunda as its BPMS to model workflows, route tasks, and monitor process KPIs. ## C ### Case A specific instance of a process being executed, often with a unique identifier. For example, each customer support ticket is a case going through the support process. **Example:** A mortgage application is tracked as a case moving through credit checks, underwriting, and closing. ### Citizen Developer A non-technical professional who solves workflow problems using no-code or low-code tools. Citizen developers bring hands-on experience and domain knowledge to process improvement efforts. **Example:** A marketing manager uses a drag-and-drop workflow builder to automate email campaigns without writing code. ### Conditional Logic Rules that determine the path a workflow takes based on specific conditions. These "if-then" statements create branches in the workflow, allowing for different routes depending on data values or user decisions. **Example:** If an invoice amount exceeds $10,000, route the approval task to a senior manager; otherwise, send it to a junior approver. ### Choreography The decentralized coordination of interactions among multiple services or processes without a central orchestrator. In a choreographed workflow, each participant follows a predefined contract to collaborate seamlessly. **Example:** In an e-commerce microservices architecture, inventory, payment, and shipping services each perform tasks independently, coordinating through event messages. ### Concurrent Execution The simultaneous execution of multiple activities or subprocesses in a workflow, allowing parallelism to improve throughput and reduce cycle time. **Example:** In insurance claim processing, document verification, risk assessment, and policy update subprocesses run concurrently to speed up resolution. ### Conformance Checking Comparing actual process execution against predefined models or rules to identify deviations. This helps ensure processes are being followed as designed. **Example:** After processing invoices, the system checks logs to ensure every invoice passed through the required approval steps. ### Continuous Improvement The ongoing effort to enhance processes through incremental changes based on regular evaluation and feedback. This principle is central to methodologies like Lean and Six Sigma. **Example:** After each quarter, the operations team reviews cycle times and implements small changes to reduce average process duration by 5%. ### Customer Any internal or external stakeholder who receives output from a workflow. Their satisfaction ultimately determines whether a process is successful. **Example:** A customer receives weekly status updates via email when their support case moves between stages. ### Dashboard A visual display of key process metrics, providing at-a-glance monitoring of workflow performance. Dashboards typically show real-time data and highlight issues requiring attention. **Example:** A leadership dashboard displays average task completion times, number of open cases, and SLA compliance in real time. ### Data Mapping The process of matching fields from one data source to another to ensure that data flows correctly between integrated systems. **Example:** Mapping the 'first\_name' field from the CRM to 'givenName' in the HR system to ensure correct data transfer. ### Data Transformation Converting data from one format or structure to another to enable processing, integration, or compliance with target system requirements. **Example:** Converting CSV order data into JSON format before sending it to the downstream API. ### Digital Transformation The integration of digital technology into all areas of business, fundamentally changing how operations are performed and value is delivered. Workflow automation is often a key component of digital transformation initiatives. **Example:** A retail chain replaces paper-based ordering with an online portal, automating inventory updates and reporting. ## D ### Document Management The systematic control of creating, reviewing, modifying, issuing, distributing, and accessing documents within workflows. Electronic document management systems often integrate with workflow tools. **Example:** A legal team uses a document management system to track contract versions and approvals in one central repository. ## E ### End-to-End Process A complete process from initiation to completion, often crossing functional boundaries. Taking an end-to-end perspective helps prevent sub-optimization of individual components. **Example:** From receiving a customer order to delivering a package, the logistics company manages the end-to-end process across sales, warehouse, and shipping departments. ### Enterprise Automation A holistic approach to automating processes across an entire organization, typically involving multiple technologies and integration between systems. **Example:** A global firm deploys an enterprise automation platform to synchronize CRM, ERP, and billing systems without manual intervention. ### Event A trigger that initiates a workflow or transitions between workflow steps. Events can be time-based, user-initiated, or system-generated. **Example:** A nightly batch job runs as a time-based event to start the inventory reconciliation workflow. ### Exception Handling Predefined procedures for dealing with cases that deviate from the standard process. Good exception handling is crucial for process resilience. **Example:** If a payment fails, the workflow triggers an exception handling routine to notify the customer and retry the transaction. ## F ### Flow The organized sequence of actions, tasks, information, and actors that produce a desired output. Flow describes how work moves through an organization and is typically illustrated with a flowchart or diagram. **Example:** In a loan application process, the flow moves from data entry to credit check, underwriting, and final approval. ### Form A structured interface for capturing data within a workflow. Forms standardize information collection and can include validation rules to ensure data quality. **Example:** The leave request form requires employees to enter start and end dates, select a leave type, and provide a justification. ## H ### Handoff The point in a workflow where ownership of the work changes. This may be a transition between people, departments, systems, or tools. Handoffs are often where bottlenecks and miscommunications occur. **Example:** When a design is approved, the task is handed off from the design team to the development team for implementation. ### Happy Path The ideal execution route through a workflow when everything goes according to plan with no exceptions or errors. The happy path typically represents the most efficient process flow. **Example:** In order processing, the happy path occurs when payment is approved, inventory is available, and shipping completes without issues. ## I ### Intelligent Automation Combining workflow automation with artificial intelligence and machine learning to handle more complex, judgment-based tasks. Intelligent automation can process unstructured data and adapt to changing conditions. **Example:** An insurance company uses intelligent automation to extract data from handwritten claim forms and make approval decisions. ### Integration The connection between different systems or applications within a workflow. Integration allows data to flow seamlessly between systems without manual transfer. **Example:** The HR system integrates with payroll software to automatically update salary changes. ### Iteration The repeated execution of a set of tasks or subprocesses within a workflow until specific conditions are met, enabling loops and more complex logic. **Example:** A bug tracking workflow iterates through testing and fixing steps until all issues are resolved. ## K ### Key Performance Indicator (KPI) A measurable value that demonstrates how effectively a workflow is achieving key objectives. Common workflow KPIs include cycle time, error rate, and cost per transaction. **Example:** The average time to resolve a support ticket is tracked as a KPI for the customer service team. ## L ### Low-Code Software development platforms that require minimal coding for implementation. Low-code tools enable faster workflow application development by providing visual design elements and pre-built components. **Example:** The operations team uses a low-code platform to build a custom approval workflow in days instead of weeks. ### Lane A swimlane in a process map that represents an actor, department, or system responsible for specific activities. Lanes clarify responsibilities and help visualize handoffs. **Example:** In a swimlane diagram, the "Finance" lane contains all tasks related to invoice approval. ## M ### Metric A quantifiable measure used to track and assess workflow performance. Metrics provide the data needed to identify improvement opportunities and evaluate the impact of changes. **Example:** A marketing team uses the number of converted leads per week as a metric to assess campaign success. ### Monitoring The continuous observation of workflow execution to ensure processes run as expected and to identify potential issues. Effective monitoring combines real-time alerts with historical trend analysis. **Example:** The IT operations team monitors server uptimes and workflow error rates, triggering alerts when thresholds are breached. ## N ### No-Code Application development platforms that require no programming knowledge. No-code tools allow non-technical users to build workflow applications through visual interfaces and configuration rather than coding. **Example:** A sales rep creates a customer follow-up workflow in a no-code builder to send reminders automatically. ## O ### Operational Excellence A state where processes consistently deliver high-quality results with minimal waste. Operational excellence results from systematically optimized workflows. **Example:** A manufacturing plant achieves operational excellence by reducing defects to under 1% through continuous process refinement. ### Orchestration The centralized coordination and automated arrangement of tasks, data, and interactions across systems and actors to achieve an end-to-end workflow. **Example:** An orchestration engine starts the order process, then triggers inventory check, payment processing, and shipping tasks in sequence. ### Optimization The process of making workflows as effective and efficient as possible. Optimization may involve eliminating waste, reducing cycle times, improving quality, or lowering costs. **Example:** After analyzing cycle times, the team optimized the approval step by delegating small requests to junior staff, reducing average time by 30%. ## P ### Process Discovery The activity of identifying and documenting existing business processes. Process discovery can be manual (through observation and interviews) or automated (using process mining tools). **Example:** The analytics team uses process mining to discover actual user click patterns in the registration workflow. ### Process Excellence Continuously measuring and improving processes to minimize waste and ensure alignment with business goals. Process excellence goes beyond efficiency to encompass quality, compliance, and customer satisfaction. **Example:** The quality department holds monthly workshops to refine process steps, improving on-time delivery rates. ### Process Intelligence Using data analytics to gain insights into process performance and identify improvement opportunities. Process intelligence combines process mining with business intelligence. **Example:** The business intelligence dashboard shows bottlenecks in invoice processing, enabling targeted improvements. ### Process Map A visual representation of a workflow showing the sequence of steps, decisions, and handoffs. Process maps help stakeholders understand how work flows through an organization. **Example:** The team created a BPMN diagram to map the customer support process from ticket creation to closure. ### Process Mining Using data from information systems to visualize and analyze business processes. Process mining provides objective evidence of how processes actually run, rather than how they are supposed to run. **Example:** Process mining revealed that 20% of orders bypassed the standard approval step, leading to compliance issues. ### Process Modeling The activity of creating a visual representation of a workflow to facilitate analysis and improvement. Process models may use standard notations like BPMN (Business Process Model and Notation). **Example:** A process modeler uses BPMN to design the loan approval workflow, specifying each participant and decision point. ### Process Owner The person responsible for ensuring a process is effective, efficient, and continuously improved. Process owners typically have authority to make changes to the workflow. **Example:** The HR director, as process owner, reviews monthly performance metrics and approves workflow updates. ## R ### Result The end product or outcome of a completed workflow. Results should be discrete, identifiable, countable, and aligned with business objectives. **Example:** The result of the onboarding workflow is a fully provisioned and trained new employee. ### Robotic Process Automation (RPA) Technology that uses software robots or "bots" to perform defined, repetitive tasks by interacting with existing user interfaces. RPA is especially useful for connecting legacy systems without extensive recoding. **Example:** An RPA bot logs into the accounting system each morning to download and reconcile bank statements. ### Role A defined set of responsibilities within a workflow. Roles describe what actors do rather than who they are, allowing for flexibility in assigning tasks. **Example:** The "approver" role can be assigned to any manager in the workflow, regardless of their department. ## S ### Service Level Agreement (SLA) A commitment between a service provider and a customer defining expected performance levels for a process. SLAs often include time limits for completing specific workflow steps. **Example:** The IT helpdesk has an SLA to resolve high-priority tickets within 4 hours. ### Shadow Process Unofficial workflows that exist outside of documented procedures. Shadow processes often develop when official processes are inefficient or don't address specific needs. **Example:** Employees use a shared spreadsheet to track urgent requests, creating a shadow process outside the official ticketing system. ### Snapshot A recorded state of a workflow or process at a specific point in time, used for auditing, analysis, or rollback. **Example:** Before deploying changes, the team takes a snapshot of the current workflow configuration. ### Sandbox Environment An isolated environment for experimenting with or testing workflow changes without impacting production workflows. **Example:** Developers use a sandbox environment to test new approval logic before releasing it to all users. ### Subprocess A self-contained sequence of activities within a larger process. Breaking complex workflows into subprocesses improves manageability and facilitates reuse. **Example:** The "background check" subprocess is used in both hiring and vendor onboarding workflows. ### Swimlane Diagram A type of process map that organizes activities into horizontal "lanes" representing different actors or departments. Swimlane diagrams clarify responsibilities and highlight handoffs. **Example:** The swimlane diagram for purchase orders shows tasks divided among procurement, finance, and receiving departments. ## T ### Task A specific unit of work assigned to an actor within a workflow. Tasks are the building blocks of processes and typically have defined inputs, outputs, and completion criteria. **Example:** Reviewing a contract draft is a task assigned to the legal team in the approval workflow. ### Task Automation Using technology to execute specific tasks without human intervention. Task automation is more targeted than process automation, focusing on individual activities rather than entire workflows. **Example:** Automatically sending a confirmation email when a form is submitted is a task automation. ### Time Delay A pause in workflow execution, either intentional (waiting for a specific time to proceed) or unintentional (a bottleneck). Managing time delays is crucial for process efficiency. **Example:** The workflow includes a 24-hour time delay to allow customers to cancel their order before shipping. ### Throughput The number of workflow instances or units of work processed in a given time period, indicating process capacity. **Example:** The support team measures throughput by counting the number of tickets closed per day. ### To-Be Workflow The desired or planned organization of work after improvement. A to-be workflow represents the optimized future state of a process. **Example:** The to-be workflow eliminates manual data entry by integrating the CRM and billing systems. ### Trigger An event or condition that initiates a workflow instance. Triggers may include form submissions, scheduled times, data changes, or manual activation. **Example:** Submitting a vacation request form triggers the approval workflow. ## W ### Work Activity (either physical or mental) performed to achieve a specific result. A task or series of tasks that produces an output of value. **Example:** Reviewing and updating a project plan is work performed by the project manager. ### Webhook A mechanism for sending real-time notifications from one system to another via HTTP callbacks triggered by specific workflow events. Webhooks enable seamless integration with external services and applications. **Example:** When a new order is placed, a webhook notifies the shipping provider to schedule delivery. ### Workflow A defined and organized series of steps that produces a specific outcome. Workflows have identifiable start points (triggers) and end points (results), with work moving between various actors. **Example:** The employee onboarding workflow starts with an offer letter and ends with system access and training completion. ### Workflow Analysis Examining specific workflows to understand their efficiency, impact, and improvement opportunities. Workflow analysis looks at components individually and how they function together. **Example:** The team conducts workflow analysis to identify why invoice approvals are delayed. ### Workflow Diagram A visual representation of a workflow showing the sequence of activities, decisions, and information flows. Workflow diagrams help communicate process designs and identify improvement opportunities. **Example:** The workflow diagram for expense reimbursement shows each approval and payment step. ### Workflow Engine The software component that executes and enforces workflow rules, routing, and logic. The workflow engine manages the state of each process instance and coordinates the work of different actors. **Example:** The workflow engine automatically assigns tasks to the next available team member. ### Workflow Management An approach focusing on optimizing workflows by understanding their boundaries, elements, and relationships. Workflow management aims to create better experiences, improve efficiency, and optimize resource utilization. **Example:** The company adopts workflow management to reduce handoff errors and improve customer satisfaction. ### Workflow Management System (WMS) Software designed to define, create, execute, and improve workflows. A WMS typically includes tools for process modeling, task assignment, monitoring, and reporting. **Example:** The HR department uses a WMS to automate and track the hiring process. ### Workflow Mapping Analyzing a workflow to identify its components and illustrating the flow using a diagram or chart. Workflow mapping is crucial for understanding existing processes before improvement. **Example:** The team maps the current procurement workflow to identify redundant steps. ## V ### Version Control The practice of managing and tracking changes to workflow definitions and related assets over time, enabling rollbacks, version comparisons, and audit trails. **Example:** The workflow designer uses version control to revert to a previous process model after a failed update. [Enhancing AI Predictability: Navigating Uncertainty with Human-in-the-Loop ›](https://www.workflow86.com/blog/enhancing-ai-predictability-navigating-uncertainty-with-human-in-the-loop) [‹ Generate PDFs from a Word template: automate the creation of professional PDFs](https://www.workflow86.com/blog/generate-pdfs-from-a-word-template-automate-the-creation-of-professional-pdfs) ## Startautomatingnow 14 days free trial No credit card required [Get access](https://form.workflow86.com/form/57c15fd2-87b4-45cc-8700-7a7da8607f09) ## Frequently Asked Questions ##### How does Workflow86 work? ##### Do I need to use the AI? ##### Is Workflow86 AI no-code? ##### What context does the AI use when building or editing a workflow? ##### Does the AI know any secrets or credentials I have stored? ##### Can you help me build a workflow? [iframe](https://edit.framer.com/?framerSiteId=540354b44382fa2e928f8cd7185acd12253a798c0025ffdd4c92de2f4c551fa2&nodeId=Si2REAQKg&source=www.workflow86.com&features=%7B%22editorBarDisableFrameAncestorsSecurity%22%3Afalse%2C%22editorBarOnPageEditing%22%3Afalse%7D) ## AI Predictability Solutions # EnhancingAIPredictability:NavigatingUncertaintywithHuman-in-the-Loop Apr 21, 2025 ![](https://framerusercontent.com/images/Arn1SoHn1PMv8vtvkFfhQjNp4qE.png) Large Language Models (LLMs) hold amazing promise, drafting content, answering questions, and automating tasks faster than ever. But with this power comes a real challenge: LLMs can be unpredictable and sometimes unreliable. They often function as "black boxes" – it's hard to see exactly how they generate text. This raises concerns about consistency, factual accuracy (hallucinations), bias, and the chance of unexpected or inappropriate outputs. So, how can businesses use LLM benefits while managing the risks that come with their occasionally erratic behavior? ### Why are LLMs Unpredictable? The complexity of LLMs stems not from randomness but from their probabilistic nature and emergent behaviors. These models don't simply memorize their training data but learn patterns and statistical relationships that allow them to generate coherent text. However, this pattern recognition can sometimes lead to inconsistencies in outputs. The challenge isn't necessarily that LLMs produce "wildly different results" with small prompt changes, but rather that certain prompting techniques and contexts can significantly influence response quality and style. While biases in training data can affect outputs, modern LLMs often incorporate techniques to reduce harmful biases. "Hallucinations" - generating plausible-sounding but factually incorrect information - remain a fundamental challenge, though they can be significantly mitigated through techniques like retrieval-augmented generation. LLMs also operate within knowledge boundaries defined by their training cutoff dates. These limitations don't make LLMs fundamentally unreliable, but they do require thoughtful implementation with appropriate guardrails and verification processes. Without proper validation mechanisms, LLM outputs in critical applications could potentially lead to misinformation, compliance issues, or reputational damage. ### Technical Steps for Better LLM Reliability Luckily, there are ways to make LLMs more predictable and build confidence in their results. While perfect consistency is often elusive, focusing on the inputs and validation helps significantly. Crafting clear, specific, and well-structured prompts is crucial for guiding the LLM towards the desired output. Techniques like few-shot prompting (giving examples) or using structured data inputs can improve reliability. For tasks requiring up-to-date or specific domain knowledge, Retrieval-Augmented Generation (RAG) – providing the LLM with relevant documents to reference – can drastically reduce hallucinations and improve factual accuracy. Thorough testing of prompts and validation of outputs against known good examples are key steps before deploying LLM-powered features. Monitoring LLM outputs in production is also vital. Tracking metrics related to output quality, relevance, and user feedback can help identify systematic issues or performance drift. Setting up feedback loops, where human reviewers evaluate and correct LLM outputs, not only catches errors but can provide valuable data for fine-tuning prompts or even the model itself over time. While true explainability remains a challenge for large models, understanding prompting techniques and limitations helps manage expectations. ### The Human-in-the-Loop Solution for LLMs While technical steps help manage LLM behavior, one of the most effective strategies involves bringing human judgment directly into LLM-powered processes. This "human-in-the-loop" (HITL) idea accepts that while LLMs are great at generating text and processing language at scale, people provide essential fact-checking, ethical judgment, contextual understanding, and common sense that LLMs often lack. Using HITL doesn't mean ditching automation; it means designing workflows where people can easily review, edit, verify, or approve LLM outputs at important moments. This is where tools built for smart [workflow automation](https://www.workflow86.com/) really shine. Platforms like Workflow86 let you create processes that smoothly combine LLM components (like the [AI Assistant](https://docs.workflow86.com/docs/components/ai_assistant)) with points where humans step in. For example, an LLM could draft a sales email or summarize a customer support ticket, but the workflow can automatically pause and give a task to a team member for review, editing, and final approval before sending or saving. The [Assign Task component](https://docs.workflow86.com/docs/components/assign_task) in Workflow86 is perfect for this, creating a specific step for human checking within an automated flow. This way, you get the speed and language capabilities of LLMs, while human intelligence adds a vital layer of quality control, accuracy, and safety. Learn more about building [AI-powered workflows](https://www.workflow86.com/ai-features) with integrated oversight. **Framework: Deciding When Human Oversight is Needed for LLMs** Figuring out when to bring in a human reviewer for LLM outputs takes some thought. Consider these points for any task involving an LLM, keeping in mind that the amount and type of oversight can change: - **How Critical is the Task?** Think about the impact if the LLM output is wrong, biased, or inappropriate. High-stakes tasks like generating customer-facing communication, summarizing legal documents, or providing financial advice definitely need a thorough human check. For less critical tasks, like generating initial creative ideas or summarizing internal notes, less oversight might be needed. - **Regulatory & Compliance Rules:** Does the task involve sensitive data or fall under regulations requiring accuracy and potentially auditable human approval? Areas like finance, healthcare, and legal work often have strict rules demanding human sign-off on AI-generated content to ensure compliance and accountability. - **Is Factual Accuracy Paramount?** LLMs are known to hallucinate. If the task requires absolute factual correctness (e.g., technical documentation, medical information summaries), human verification is non-negotiable. Even with techniques like RAG, double-checking is often necessary. - **How Much Room for Error is There?** What's the tolerance for minor inaccuracies, awkward phrasing, or slight off-topic rambling? If even small errors can cause confusion or problems downstream, adding a human review step is a smart safety net. - **Weighing the Costs and Benefits:** Compare the cost (time, resources) of human review against the potential cost (reputation damage, misinformation, operational issues) of an unverified LLM mistake. For high-volume, lower-risk tasks, reviewing every output might be too slow. Consider random sampling, focusing review on outputs flagged as potentially problematic, or using automated checks alongside human spot-checks. ### Partnering Human Oversight with LLM Power Working with LLMs means using their strengths while actively managing their weaknesses. Making LLMs more reliable isn't just about better models; it's about designing smart systems where people and LLMs work together effectively. By carefully crafting prompts, validating outputs, monitoring performance, and smartly adding human-in-the-loop checks using platforms like Workflow86, businesses can tap into LLM power with more confidence and control, making this technology a truly reliable partner. Find out more about [workflow concepts](https://docs.workflow86.com/docs/workflows/workflow_intro) to get started. [From vibe coding to vibe automating: a new revolution for automation? ›](https://www.workflow86.com/blog/from-vibe-coding-to-vibe-automating-a-new-revolution-for-automation) [‹ Workflow Terminology: A Comprehensive Dictionary](https://www.workflow86.com/blog/workflow-terminology-a-comprehensive-dictionary) ## Startautomatingnow 14 days free trial No credit card required [Get access](https://form.workflow86.com/form/57c15fd2-87b4-45cc-8700-7a7da8607f09) ## Frequently Asked Questions ##### How does Workflow86 work? ##### Do I need to use the AI? ##### Is Workflow86 AI no-code? ##### What context does the AI use when building or editing a workflow? ##### Does the AI know any secrets or credentials I have stored? ##### Can you help me build a workflow? [iframe](https://edit.framer.com/?framerSiteId=540354b44382fa2e928f8cd7185acd12253a798c0025ffdd4c92de2f4c551fa2&nodeId=TvwpCVLMt&source=www.workflow86.com&features=%7B%22editorBarDisableFrameAncestorsSecurity%22%3Afalse%2C%22editorBarOnPageEditing%22%3Afalse%7D) ## Vibe Automating Revolution # Fromvibecodingtovibeautomating:anewrevolutionforautomation? ![](https://framerusercontent.com/images/2943TW26KDqf3cHPx8zJ3J1n4.png) That nagging feeling – the repetitive task sucking up your time, the clunky process everyone complains about – you _know_ it could be smoother. Traditionally, fixing it involved meticulous mapping, maybe some coding, or wrestling with complex software settings. But what if you could just... describe the _vibe_ you want? Enter **Vibe Automating**, the application of the "vibe coding" philosophy to the world of **workflow automation**. Coined in spirit after Andrej Karpathy's "vibe coding," **Vibe Automating** leans heavily on **AI automation**. Much like vibe coding uses Large Language Models (LLMs) to generate source code from **natural language** prompts, **Vibe Automating** involves describing a desired process or outcome to an AI-powered **automation** platform. The AI then interprets this "vibe" – the intent, the desired feeling of efficiency – and generates the actual automated workflow configuration. The user's role shifts significantly: less about manual construction, more about prompting, guiding, testing, and refining the AI's output. A key characteristic, mirroring vibe coding, is that the user might accept and use the generated **workflow automation** _without fully understanding every intricate detail_ of how the AI constructed it behind the scenes. As AI researcher Simon Willison noted about vibe coding, if you've reviewed and understood _every_ line, it's more like using an AI assistant. **Vibe Automating**, in its purest sense, involves trusting the AI's generated solution based on whether it _works_ and _feels_ right, even if the underlying logic pathways built by the AI aren't completely transparent. ## Why is This Happening Now? The AI Interpretation Engine The feasibility of **Vibe Automating** hinges on advancements in **AI** that can genuinely interpret **natural language** intent and translate it into concrete actions within **no-code** or low-code environments. Platforms are emerging that allow you to state your goal plainly: "When a customer submits the feedback form, if the sentiment is negative, create a high-priority ticket in Zendesk and notify the support channel in Slack. If positive, add their email to the 'Happy Customers' list in Mailchimp." The **AI automation** engine parses this, identifies the trigger (form submission), the conditions (sentiment analysis – perhaps using another AI!), the actions (create ticket, send notification, add to list), and the required integrations (form tool, Zendesk, Slack, Mailchimp). It then constructs the workflow. This drastically lowers the barrier for **business process automation** and **task automation**, empowering those who feel the pain point but lack the technical depth to build the solution manually. It's about achieving the desired operational rhythm, letting the AI handle the orchestration. ## A Framework for Prompting the Vibe Engaging in **Vibe Automating** requires effectively communicating your intent to the AI. Instead of detailed specs, focus on describing the scenario and the desired transformation. Here’s a "Vibe Prompting" approach: | Step | Focus | Guiding Prompts / Description Elements | Example Vibe Prompt | | --- | --- | --- | --- | | **1\. Describe the Situation & Friction** | The Current "Bad Vibe" | What's happening now? What feels wrong/slow/annoying? Be specific about the trigger and the pain point. | "Right now, we manually download webinar attendee lists from Zoom, then upload them to Salesforce as leads. It's slow, happens late, and sometimes we miss people." | | **2\. State the Desired Outcome & Flow** | The Target "Good Vibe" | How should it ideally work? What's the seamless end state? Focus on the result and the feeling (e.g., instant, effortless). | "Ideally, as soon as the webinar ends, attendees should automatically appear as new leads in Salesforce with their name and email, tagged with the webinar name." | | **3\. Provide Key Details (If Known)** | Essential Information & Systems Involved | Mention specific apps (Zoom, Salesforce), key data points (name, email, webinar name), and any simple rules. Don't overspecify the _how_, just the _what_. | "Needs to connect Zoom and Salesforce. Get attendee first name, last name, email. Create a Lead record. Use the Zoom webinar topic as a tag or field." | | **4\. Issue the Prompt & Generate** | Tell the AI / Automation Platform | Combine the above into a clear natural language request for your AI-enabled workflow tool. | _"Automate this: When a Zoom webinar ends, get the attendee list (first name, last name, email). For each attendee, create a new Lead in Salesforce using their details. Tag the lead with the webinar topic."_ | | **5\. Test & Vibe Check** | Does it Work? Does it Feel Right? | Run a test (e.g., with a past webinar list). Did it create the leads correctly in Salesforce? Does the result match the "Good Vibe" you aimed for? | Check Salesforce for the newly created leads. Verify names, emails, and tags are correct. | | **6\. Refine (If Needed)** | Adjust Prompt or Minor Tweaks | If it didn't work or feel quite right, refine the prompt ("Also add a note saying 'Webinar Attendee'") or make small adjustments in the visual editor if the platform allows. Repeat test. | "Okay, it worked, but also add 'Webinar Attendee' to the lead description field." (Re-prompt or adjust the generated workflow). | This framework focuses on clearly articulating the _problem_ and the _desired state_ so the AI has the best chance of generating a functional workflow that matches your intuitive goal. ## Platforms Enabling the Vibe This style of **automation** thrives on platforms designed for intuitive interaction and AI integration. **Workflow86**, for example, combines a visual **no-code** interface (allowing for manual refinement if needed) with the potential for AI-driven workflow generation from **natural language** prompts. Such tools act as the interpreter, taking your described vibe and translating it into the necessary API calls, logic steps, and data mappings, effectively becoming your **AI automation** partner. ## The Reality Check: Power and Pitfalls Like vibe coding, **Vibe Automating** offers incredible speed and accessibility, particularly for prototyping, personal productivity ("workflows for one"), or automating less complex, non-critical tasks. It allows rapid iteration based on feeling and outcome. However, the core characteristic – accepting a generated solution without full understanding – carries risks, especially in professional or production environments. As Karpathy noted, AI tools can struggle with bugs, requiring potentially non-obvious user interventions. Relying on AI-generated workflows you don't fully grasp can lead to: - **Hidden Bugs:** Errors in logic that only manifest under specific conditions. - **Security Vulnerabilities:** Improper data handling or authentication configured by the AI. - **Maintenance Challenges:** Difficulty debugging or modifying a complex workflow you didn't build piece-by-piece. - **Accountability Issues:** Who is responsible when an AI-generated workflow fails or causes problems? As Simon Willison cautioned regarding vibe coding in production, the understandability of the underlying system is crucial for evolution and maintenance. **Vibe Automating** is powerful for getting started, but for critical **business process automation**, a deeper dive and validation beyond just "it seems to work" is essential. ## Tune In, Prompt, and Automate (Wisely) **Vibe Automating**, powered by **AI** and intuitive **no-code** platforms, is changing how we approach **workflow automation**. It allows us to translate felt needs and desired outcomes directly into functional processes using **natural language**. It's an exciting development for democratizing **automation**. Use it to rapidly prototype, tackle personal **task automation**, and streamline simpler workflows. But approach critical **business process automation** with awareness, ensuring that the convenience of AI generation is balanced with the necessary understanding and rigor for reliable, secure, and maintainable systems. The vibe is powerful, but sometimes, you still need to know the score. [Introducing the Telepathic Task Trigger: Thought-Powered Automation ›](https://www.workflow86.com/blog/introducing-the-telepathic-task-trigger-thought-powered-automation) [‹ Enhancing AI Predictability: Navigating Uncertainty with Human-in-the-Loop](https://www.workflow86.com/blog/enhancing-ai-predictability-navigating-uncertainty-with-human-in-the-loop) ## Startautomatingnow 14 days free trial No credit card required [Get access](https://form.workflow86.com/form/57c15fd2-87b4-45cc-8700-7a7da8607f09) ## Frequently Asked Questions ##### How does Workflow86 work? ##### Do I need to use the AI? ##### Is Workflow86 AI no-code? ##### What context does the AI use when building or editing a workflow? ##### Does the AI know any secrets or credentials I have stored? ##### Can you help me build a workflow? [iframe](https://edit.framer.com/?framerSiteId=540354b44382fa2e928f8cd7185acd12253a798c0025ffdd4c92de2f4c551fa2&nodeId=Cm2PTt_jD&source=www.workflow86.com&features=%7B%22editorBarDisableFrameAncestorsSecurity%22%3Afalse%2C%22editorBarOnPageEditing%22%3Afalse%7D) ## Telepathic Task Trigger # IntroducingtheTelepathicTaskTrigger:Thought-PoweredAutomation ![](https://framerusercontent.com/images/Bl8Uxx2GmLfmQ5SEoyeuIqDttM.png) At Workflow86, we're constantly pushing the boundaries of workflow automation. Today (1 April 2025), we're proud to unveil a groundbreaking new component that redefines human-computer interaction: the **Telepathic Task Trigger**. Yes, it's real. With the Telepathic Task Trigger, you can initiate workflows using the power of your thoughts—no clicks, no keystrokes, just pure mental intent. ![](https://framerusercontent.com/images/kKF7GJZynU7v1rTjI1fzY2YdTM.png) ## Automate with Your Mind The Telepathic Task Trigger is powered by our proprietary NeuroSync™ framework, which detects and responds to specific patterns of brain activity. By calibrating your mental frequency and mapping intentional thought patterns, this component brings true hands-free automation into your workflow. ### Key Configuration Options - **Brainwave Frequency Calibration**: Choose from Delta (Deep Focus), Alpha (Calm Clarity), or Gamma (High-Performance Mode) to match your mental state. - **Thought Sensitivity Threshold**: Set how easily your thoughts trigger workflows—from "Instant Synapse" to "Intentional Meditation". - **Distraction Filtering**: Fine-tune the node to ignore mental noise or random passing thoughts. - **Trigger on Thought**: Define the exact thought that activates your workflow, such as "Let's go", "Time to start", or even custom affirmations. - **Safety Gesture Override**: Blink twice or raise an eyebrow to cancel an accidental trigger. ![](https://framerusercontent.com/images/Syhoq9FnhQGYNGaIxNA9lTElIgM.png) ## Real-World Use Cases - **Project Management at the Speed of Thought**: Start a project plan the moment it enters your head. - **Cognitive Task Reminders**: Think "Don't forget"—and a checklist appears. - **Accessibility-Friendly Automation**: Ideal for users with limited mobility or in hands-free environments. ## Limitations As with any cutting-edge innovation, there are current constraints: - Requires a compatible NeuroSync™ headset (currently in beta) - May trigger unexpectedly during caffeine spikes or vivid daydreams - Not recommended for use during naps or while watching sci-fi films ## Available Now in Beta The Telepathic Task Trigger is available starting today in limited beta. Request access via your Workflow86 dashboard under the "Experimental Components" tab. We believe automation should be as seamless as thought itself—and now, it is. [Delay/Pause Module: how to pause and wait in a workflow in Make.com ›](https://www.workflow86.com/blog/delay-pause-module-in-make-com-how-to-pause-and-wait-in-a-workflow) [‹ From vibe coding to vibe automating: a new revolution for automation?](https://www.workflow86.com/blog/from-vibe-coding-to-vibe-automating-a-new-revolution-for-automation) ## Startautomatingnow 14 days free trial No credit card required [Get access](https://form.workflow86.com/form/57c15fd2-87b4-45cc-8700-7a7da8607f09) ## Frequently Asked Questions ##### How does Workflow86 work? ##### Do I need to use the AI? ##### Is Workflow86 AI no-code? ##### What context does the AI use when building or editing a workflow? ##### Does the AI know any secrets or credentials I have stored? ##### Can you help me build a workflow? [iframe](https://edit.framer.com/?framerSiteId=540354b44382fa2e928f8cd7185acd12253a798c0025ffdd4c92de2f4c551fa2&nodeId=vaSIMEl5S&source=www.workflow86.com&features=%7B%22editorBarDisableFrameAncestorsSecurity%22%3Afalse%2C%22editorBarOnPageEditing%22%3Afalse%7D) ## Pausing Workflows in Make.com # Delay/PauseModule:howtopauseandwaitinaworkflowinMake.com ![](https://framerusercontent.com/images/cZ7fXEzOkItHo8tfIqW0K5RSU.png) The need to introduce a deliberate **pause** or **time delay** arises frequently, whether it's to accommodate external system processing times, respect API rate limits, or simply inject a more natural cadence into automated interactions. Users navigating **Make.com** (formerly Integromat) often seek a straightforward method to **stop** or **pause** their scenarios temporarily. While **Make.com** is undeniably a powerful automation platform, achieving a simple **time delay** can prove less intuitive than one might expect. ### Why Implement Time Delays? A strategic **pause** serves several vital functions within automated processes. It's crucial for managing API rate limits, preventing your scenario from being blocked due to excessive requests. Delays are also essential when waiting for external processes, like report generation or data synchronization, ensuring subsequent steps only proceed when the required information is ready. Furthermore, introducing a **time delay** can simulate more human-like interaction patterns, particularly in communication workflows like email sequences, avoiding an unnatural, rapid-fire delivery. Pauses can also create windows for necessary manual intervention or review steps within a process, or simply allow systems a moment to stabilize, preventing potential race conditions between tightly coupled actions. ### Implementing Pauses in Make.com: The "Sleep" Tool When searching for a dedicated "Wait" or " **Delay**" **module** within **Make.com**'s extensive library, users won't find an explicitly named component for this purpose. The primary mechanism available is the built-in " **Sleep**" tool. ![sleep module make](https://framerusercontent.com/images/doQvxkhozXv3779cRZbaxoQhNh4.png) Found under the "Tools" section in the scenario editor, the **Sleep** **module** allows configuration of a specific duration, measured in seconds, for which the scenario execution should halt. When a running scenario encounters this **module**, it simply stops for the designated period before moving to the next step. ![example of sleep module usage in make.com](https://framerusercontent.com/images/6FcAaATbVZXiGzyW0YPfgres6o.png) For more information about adding delays and other workarounds, see this thread here: https://www.make.com/en/app-improvement-ideas/p/tools-sleep-more-than-300-seconds-and-less-than-a-second-milliseconds ## Common issues with delays/pauses in Make.com While the **Sleep** tool does introduce a **pause**, its implementation carries significant considerations that limit its practicality for many common use cases. #### Unsuitability for Long Delays The Sleep module has a limit of 300 seconds (5 minutes) per module. This means to achieve a delay of 24 hours; you would need to repeat the sleep module 288 times. For any substantial **delay** – minutes or hours – this approach becomes inefficient and potentially expensive, especially with numerous scenarios running concurrently. An active, sleeping scenario is still consuming resources. Consequently, using the **Sleep** tool for extended delays, such as waiting hours or days for a follow-up action or manual approval, is generally impractical and discouraged. It ties up platform resources and isn't architected for these longer waiting periods. There is also no built-in handling of other time units like hours, days, weeks, months or business days. #### Execution Halts and Resource Usage The most critical aspect is that the **Sleep** tool halts the _entire execution_ of that specific scenario run; it doesn't just **pause** a single branch but brings the whole instance to a temporary **stop**. This has implications for resource usage and cost, as **Make.com**'s pricing often involves operation counts and execution time. Time spent in the **sleep** state can count towards execution limits, keeping the scenario instance active. #### Complexity of more advanced methods Implementing conditional delays or pauses within different workflow branches using multiple **Sleep** modules can also add significant visual clutter and complexity to the scenario design. ![](https://framerusercontent.com/images/J9kD9h6NtQtwDnN2mvnDY5eHI50.png) Faced with these limitations, **Make.com** users often resort to more intricate workarounds for longer delays. These advanced techniques might involve splitting workflows across multiple scenarios, leveraging data stores or external databases (like Google Sheets) to track the status and required resume times, and using webhooks or complex scheduling configurations to re-initiate the process later. While functional, these solutions dramatically increase the complexity, development effort, and ongoing maintenance burden of the automation. ### Will Make ever release a Delay/Pause module? While a dedicated Delay/Pause module has been something Make users have requested since at least 2022, as of the publication of this article (March 2025) the module still has not been released. There is no indications on whether it will be released or when. ![Screenshot of make.com idea board](https://framerusercontent.com/images/kpCsTGRIBjzMVkr8SKQzwIcU9n8.png)![make user comments about lack of delay module](https://framerusercontent.com/images/B422lsdzEp3uop6X8IX3eHsxNk.png) ### A Streamlined Alternative: Dedicated Time Delays in Workflow86 Recognizing this common challenge, alternative platforms like Workflow86 have integrated efficient time delays as a core, dedicated feature. Workflow86 includes a specific " **Time Delay**" component, designed explicitly for pausing a workflow path for a defined period. Adding such a **delay** is intuitive: users drag the component onto the workflow canvas, connect it at the desired point of **pause**, and configure the duration – specifying seconds, minutes, hours, or even days, often using dynamic data from preceding steps. For example, you can achieve the following delays in Workflow86: 1. "Delay for 6 months" 2. "Delay for 5 business days" 3. "Delay until next Monday" 4. "Delay until 12 March 2025 at 12:00PM" You can also use placeholders to set these delay values dynamically, such as: 1. "Delay for ${selected\_days} days" 2. "Delay until ${user\_subscription\_renewal)" ![time delay component](https://framerusercontent.com/images/X2cKNqJfvlPG75WQZ1A5VOWc.png)![another photo of the time delay](https://framerusercontent.com/images/zzzj13EvrKBY7pEDaDJcLid9U.png) This can be used to create complex and powerful delay sequences, such as this one we developed for messaging new users at specific days after they have signed up: ![screenshot of workflow with time delay](https://framerusercontent.com/images/BnXvi2SchO8SAnCXWITxwrBPgA.png) ### Advantages of Workflow86's Dedicated Delay Component The advantages of this dedicated approach are clear. #### Simplicity and Clarity It offers superior simplicity and clarity; the purpose-built component makes the workflow logic immediately understandable, instantly signaling an intended **pause**. #### No limits on delays: 12 minutes or 12 months Need to wait for 5 minutes or 5 months? Time delays in Workflow86 can be scheduled for up to 12 months in advance meaning you can easily handle long running processes and workflows. Workflow86's architecture handles these delays efficiently, meaning you can avoid the 45-minute total time limit in **Make.com** and the 300 second limit of individual **Sleep** **modules**, making it far more suitable for both short and long durations. #### Purpose-Built Flexibility Being purpose-built, it gracefully handles various **time delay** requirements without needing complex multi-scenario workarounds. This flexibility allows easy incorporation of delays into intricate branches and conditional logic without compromising the workflow's readability. ### Choosing Your Approach: A Decision Framework When deciding how to implement a **pause** or **delay**, consider the required duration. Is it a brief **stop** of seconds or a few minutes, or a longer wait spanning hours or days? For short intervals, **Make.com**'s **Sleep** _might_ suffice, but efficiency concerns remain. For long intervals, the **Sleep** tool is generally unsuitable, pushing users towards complex alternatives. Workflow86's dedicated **Time Delay** handles both efficiently. Also, consider the frequency of the **delay**. High-frequency pauses exacerbate the potential inefficiencies of the **Sleep** approach in **Make.com**. Evaluate the workflow's complexity; managing delays with **Sleep** or workarounds in complex, branching logic adds significant overhead compared to a dedicated **module**. Finally, consider long-term maintenance. A dedicated component like Workflow86's **Time Delay** vastly improves readability and simplifies future updates compared to interpreting **Make.com**'s **Sleep** implementations or multi-scenario workarounds. ### Finding the Right Tool for Timed Pauses While **Make.com** provides the " **Sleep**" tool to **stop** scenario execution temporarily, it acts more as a basic halt mechanism than a sophisticated **time delay** feature. Its limitations regarding operation consumption and suitability for longer waits often force users into complex, less intuitive solutions. For businesses requiring robust, clear, and efficient time delays, platforms offering dedicated components, like Workflow86's " **Time Delay**" **module**, present a compelling advantage. The ease of implementing and configuring a purpose-built **pause** streamlines design, enhances clarity, and efficiently manages delays of any length without the associated overheads found in **Make.com**. If precise timing and efficient pausing are crucial for your automation success, investigating how a dedicated **delay** tool can simplify your design and optimize resource use is a worthwhile step. **Ready to build workflows with intuitive, powerful time delays? Explore Workflow86 today and experience a simpler path to automation.** [From Survey to Action: Automating Data Collection and Follow-Up Workflows ›](https://www.workflow86.com/blog/from-survey-to-action-automating-data-collection-and-follow-up-workflows) [‹ Introducing the Telepathic Task Trigger: Thought-Powered Automation](https://www.workflow86.com/blog/introducing-the-telepathic-task-trigger-thought-powered-automation) ## Startautomatingnow 14 days free trial No credit card required [Get access](https://form.workflow86.com/form/57c15fd2-87b4-45cc-8700-7a7da8607f09) ## Frequently Asked Questions ##### How does Workflow86 work? ##### Do I need to use the AI? ##### Is Workflow86 AI no-code? ##### What context does the AI use when building or editing a workflow? ##### Does the AI know any secrets or credentials I have stored? ##### Can you help me build a workflow? [iframe](https://edit.framer.com/?framerSiteId=540354b44382fa2e928f8cd7185acd12253a798c0025ffdd4c92de2f4c551fa2&nodeId=VOE1cBn5N&source=www.workflow86.com&features=%7B%22editorBarDisableFrameAncestorsSecurity%22%3Afalse%2C%22editorBarOnPageEditing%22%3Afalse%7D) ## Survey Automation Solutions # FromSurveytoAction:AutomatingDataCollectionandFollow-UpWorkflows ![](https://framerusercontent.com/images/HiBCFElAw1gJeIl9AOyVAfeIuo.png) Data collection surveys are essential for gathering insights across various business functions, from understanding [customer sentiment](https://www.qualtrics.com/experience-management/customer/what-is-customer-sentiment/) and qualifying leads to gauging employee satisfaction and conducting [market research](https://www.ama.org/topics/market-research/). While surveys excel at collecting raw data, their true value emerges when that data is efficiently processed and acted upon. Manual handling of survey responses frequently creates bottlenecks, introducing delays, potential errors, and missed opportunities. [Automating the entire workflow](https://www.workflow86.com/), from the initial data collection through subsequent actions, can transform this process from a labor-intensive task into a strategic operational advantage. **The Bottleneck of Manual Survey Processing** Consider the effort involved when dealing with a significant volume of survey responses. Manually reviewing each submission, extracting relevant information, transferring data into systems like CRMs or spreadsheets, assigning follow-up tasks, and sending tailored communications is exceptionally time-consuming. This manual approach is inherently susceptible to [human error](https://www.ncbi.nlm.nih.gov/pmc/articles/PMC4778195/), which can lead to inaccurate data records or inconsistent follow-up procedures. Moreover, the lag time between collecting the data and acting on it can diminish the impact of the insights or allow potential leads to lose interest. Important feedback might remain unprocessed, and critical issues highlighted in responses may not receive the timely attention they require. **Designing Surveys for Seamless Automation** Effective automation begins with thoughtful [survey design](https://www.surveymonkey.com/mp/survey-guidelines/). Clear and concise questions naturally yield data that is easier to process. Utilizing standardized response options, such as multiple-choice or dropdown menus where feasible, greatly simplifies automated handling later on. It's beneficial to anticipate the specific data points needed to trigger different automated actions. For example, a low score on a satisfaction question might initiate one workflow, while a specific product interest mentioned in an open-text response could trigger another. Structuring your survey with these potential downstream actions in mind creates a more efficient path for automation. You can learn more about structuring processes in our discussion on [workflows vs. processes](https://www.workflow86.com/blog/workflows-vs-processes-understanding-the-key-differences). **Connecting Surveys to Action with Automation** Survey data automation uses technology to link your survey platform with other essential business systems, automatically triggering predefined actions based on the content of incoming responses. Instead of requiring manual steps, software manages the data routing, processing, and task initiation. This connection between data collection and action delivers substantial improvements. Actions can be triggered almost instantly as responses arrive, ensuring speed and relevance. Automated data transfer eliminates manual entry mistakes, enhancing accuracy. Every response is handled according to predefined rules, guaranteeing consistency in follow-up. This efficiency frees up staff from repetitive tasks, allowing them to concentrate on activities requiring human judgment and interaction. Furthermore, automation provides scalability, effortlessly managing large volumes of responses without a corresponding increase in manual workload. **Where Automation Makes the Difference** Automation can streamline numerous stages following survey submission. A primary application is data integration, automatically synchronizing survey responses with your CRM, marketing automation tools, [databases](https://docs.workflow86.com/docs/category/databases), or even simple spreadsheets, ensuring data is centralized and readily available. Another key area is setting up notifications and alerts; relevant team members can be instantly informed based on specific answers, such as alerting customer support to negative feedback using tools like [Slack notifications](https://docs.workflow86.com/docs/components/slack) or notifying a sales representative about a high-priority lead via [email](https://docs.workflow86.com/docs/components/email). Automation also excels at task creation and assignment. Based on survey answers, tasks can be automatically generated in project management systems or leads assigned within a CRM using components like [Assign Task](https://docs.workflow86.com/docs/components/assign_task). For instance, a response indicating interest in a product demo could automatically create and assign a follow-up task for a sales development representative. Finally, automation enables sophisticated personalized follow-up. Automated, yet personalized, email sequences can be triggered based on responses, allowing you to thank respondents, provide relevant resources tailored to their interests, or even suggest scheduling a follow-up meeting, all without manual intervention. It also facilitates data segmentation, automatically categorizing respondents for easier analysis and more targeted future communications. **A Framework for Implementing Survey Automation** Implementing survey automation effectively requires a structured approach. Consider this process: **Define Clear Objectives:** Start by pinpointing the specific outcomes you aim to achieve. Are you looking for faster lead follow-up, quicker resolution of customer issues, automated report generation, or something else? Be specific. **Map Your Current Process:** Document precisely how survey data is handled now. Identify every step, the tools used, the people involved, and where the bottlenecks or pain points occur. Note the desired actions that should ideally follow specific responses. **Prioritize Automation Opportunities:** Not every step needs automation. Use a simple framework to decide where to focus first. Consider two factors: Volume/Frequency (How often does this task occur? How many responses are involved?) and Impact (How much time/effort would automation save? What is the strategic value of speeding up this action?). Tasks high in both volume and impact are prime candidates for automation. | | **Low Volume / Frequency** | **High Volume / Frequency** | | --- | --- | --- | | **High Impact** | **Quadrant 1: Strategic Quick Wins** | **Quadrant 2: Prime Candidates** | | | Consider automating if complexity is low. | Automate these first. | | | _Example: Alerting a specific manager about a rare but critical compliance issue flagged in a survey._ | _Example: Entering qualified leads from surveys into the CRM; Sending alerts for very low satisfaction scores._ | | **Low Impact** | **Quadrant 3: Low Priority** | **Quadrant 4: Efficiency Gains** | | | Likely not worth automating initially. | Automate if easy and low-cost; otherwise, lower priority. | | | _Example: Archiving survey responses that require no action._ | _Example: Sending a generic thank-you email to all respondents (if not already handled by the survey tool)._ | **Select Appropriate Tools:** Choose a survey platform offering robust integration capabilities (like [webhooks](https://docs.workflow86.com/docs/components/webhook_import) or APIs). Critically, select a [workflow automation platform](https://www.workflow86.com/all-features), such as Workflow86, capable of connecting your survey tool to your other business applications (CRM, email, project management, databases – see our [integrations](https://www.workflow86.com/integrations)). This platform serves as the central coordinator, listening for survey submissions and executing the workflows you design. **Build and Test Your Workflows:** Configure the automation rules within your chosen platform. Define the triggers (e.g., "new survey submission received") and the subsequent actions, including [conditional logic](https://docs.workflow86.com/docs/components/cond_logic) (e.g., "IF satisfaction score < 3 THEN create ticket in support system ELSE IF 'Request Demo' = Yes THEN create lead in CRM"). Rigorously [test these workflows](https://docs.workflow86.com/docs/workflows/test_workflow) using sample data to ensure they function as expected. **Deploy, Monitor, and Refine:** Roll out the automated workflow. Continuously monitor its performance, watch for any errors or unexpected behavior, and solicit feedback from the teams interacting with the automated process. Use this information to refine the rules, update integrations, and identify further opportunities for optimization. **Choosing the Right Technology** The success of your automation strategy depends heavily on selecting compatible tools. Your survey platform must be able to share data easily, often via [APIs](https://developer.mozilla.org/en-US/docs/Web/API) or webhooks. Equally important is a flexible workflow automation platform with broad integration capabilities. This platform should enable you to construct [workflows](https://docs.workflow86.com/docs/category/workflows) with conditional logic based on survey answers and connect seamlessly with the applications your business uses daily. Dedicated workflow automation platforms like [Workflow86](https://www.workflow86.com/) provide the necessary power and adaptability to manage these often complex, multi-step processes effectively. **Turning Survey Data into Timely, Meaningful Action** Automating the processes surrounding data collection surveys elevates your organization beyond simple data gathering. It empowers you to respond swiftly and appropriately to the information received—whether that means nurturing a valuable lead, addressing a customer concern before it escalates, or efficiently managing internal feedback cycles. By directly linking survey responses to specific, automated actions using [workflow automation tools](https://www.workflow86.com/all-features), you harness the true potential of your collected data, driving operational efficiency and fostering a more responsive, insight-driven business. [Beyond the Welcome Email: Crafting Customer Onboarding Workflows That Drive Success ›](https://www.workflow86.com/blog/beyond-the-welcome-email-crafting-customer-onboarding-workflows-that-drive-success) [‹ Delay/Pause Module: how to pause and wait in a workflow in Make.com](https://www.workflow86.com/blog/delay-pause-module-in-make-com-how-to-pause-and-wait-in-a-workflow) ## Startautomatingnow 14 days free trial No credit card required [Get access](https://form.workflow86.com/form/57c15fd2-87b4-45cc-8700-7a7da8607f09) ## Frequently Asked Questions ##### How does Workflow86 work? ##### Do I need to use the AI? ##### Is Workflow86 AI no-code? ##### What context does the AI use when building or editing a workflow? ##### Does the AI know any secrets or credentials I have stored? ##### Can you help me build a workflow? [iframe](https://edit.framer.com/?framerSiteId=540354b44382fa2e928f8cd7185acd12253a798c0025ffdd4c92de2f4c551fa2&nodeId=W2GbrFUTa&source=www.workflow86.com&features=%7B%22editorBarDisableFrameAncestorsSecurity%22%3Afalse%2C%22editorBarOnPageEditing%22%3Afalse%7D) ## Customer Onboarding Success # BeyondtheWelcomeEmail:CraftingCustomerOnboardingWorkflowsThatDriveSuccess ![](https://framerusercontent.com/images/zaJkUGaepYNbm9CIQ7o8R3I9Pk.png) The initial experience a new customer has with your product or service sets the stage for their entire journey. A confusing or frustrating start often leads to disengagement and churn, while a smooth, value-driven introduction builds a foundation for loyalty and growth. This critical transition is managed by your customer onboarding workflow, a process far more impactful than a simple welcome message. Implementing effective customer onboarding isn't just good practice; it's a strategic necessity that directly influences retention and revenue. ## The Critical Role of Effective Customer Onboarding Without a well-designed onboarding process, customers can feel lost, struggling to understand your product's functionality and failing to realize its value. This uncertainty frequently leads them to seek alternatives. Industry insights confirm this risk, showing that many users abandon products due to inadequate onboarding, and the quality of this initial experience often factors into purchasing decisions. Conversely, strong onboarding practices are proven to significantly boost customer retention and increase lifetime value (CLTV). Businesses prioritizing onboarding often experience faster revenue growth and reduced support overhead. Investing in a thoughtful onboarding workflow is a direct investment in your company's long-term health. ## Guiding Principles for High-Impact Onboarding Developing an effective customer onboarding workflow relies on several interconnected principles. Foundational to everything is a deep **understanding of your customer**. Who are they, what challenges do they face, what are their goals, and what level of technical expertise do they possess? Gathering insights through research, surveys, and feedback from sales and support is crucial for tailoring the experience. This leads directly to the importance of **personalization**. A generic approach rarely resonates. Segmenting users based on roles, objectives, or intended product usage allows you to tailor the onboarding journey, making it more relevant and efficient. Personalized experiences significantly shorten the **time-to-value (TTV)** – the point where the customer experiences the core benefit of your product. Guiding users quickly to this "Aha!" moment builds confidence and demonstrates worth early on. To achieve this, you must **set clear expectations and map out milestones**. Define the stages of the onboarding journey and communicate the key objectives within each. This roadmap helps customers understand the process and recognize their progress, breaking down potentially complex setups into manageable steps. Throughout this journey, **proactive and contextual communication** is vital. Anticipate common hurdles and provide timely guidance through various channels like in-app messages, tooltips, tutorials, or scheduled check-ins. Ensuring a seamless handover from sales to customer success maintains crucial context. Furthermore, **enabling self-service** empowers users. A comprehensive, easily accessible knowledge base, resource center, or FAQ section allows customers to find answers independently and learn at their own pace, reducing reliance on direct support for common queries. Finally, remember that onboarding is dynamic. **Continuous measurement, analysis, and iteration** are essential. Track key metrics, gather feedback, and use these insights to consistently refine and optimize your workflow. ## Structuring the Onboarding Journey: A Phased Approach While the specifics will vary based on your product and customer base, structuring the onboarding process into logical phases can provide clarity. The initial phase typically focuses on a **Welcome and Setup** stage, ensuring a smooth sign-up, offering a warm introduction, setting expectations, and guiding users through essential configurations. The goal here is minimal friction. Following this is the crucial **First Value Achievement** or Activation phase. Here, the workflow should actively guide the user toward completing the key actions needed to experience the product's core benefit – reaching that initial "Aha!" moment. Interactive walkthroughs or checklists can be very effective. Once initial value is realized, the focus shifts to **Deeper Engagement and Education**. This phase encourages exploration of secondary features, introduces best practices, and provides resources for more advanced usage, helping integrate the product into the customer's regular activities. Finally, the process transitions into **Ongoing Success and Reinforcement**. This involves continuous education, sharing relevant tips or feature updates, and periodic check-ins to ensure sustained value and identify potential growth opportunities. ## A Framework for Designing Your Onboarding Workflow To help structure your thinking, consider this framework which maps typical onboarding phases to key considerations: | Onboarding Phase | Customer Goal | Key Activities & Content | Communication Focus | Key Metrics | | --- | --- | --- | --- | --- | | **1\. Welcome & Setup** | Get started easily, feel welcomed | Sign-up, profile completion, basic config. | Welcome email, initial login guidance | Sign-up rate, profile % complete | | **2\. Activation (TTV)** | Experience core product value | Complete 1-3 key tasks, use core feature | In-app guides, checklists, short tutorials | Activation rate, TTV | | **3\. Engagement** | Integrate product into workflow | Explore secondary features, use regularly | Feature tips, use case examples, webinars | Feature adoption, usage frequency | | **4\. Ongoing Success** | Maximize value, achieve goals | Advanced features, best practices, updates | Proactive check-ins, surveys, new content | CSAT/NPS, retention, upsell | This framework provides a starting point. Adapt the activities, communication, and metrics based on your specific product, customer segments, and business goals. ## Leveraging Automation for Scalable Onboarding Managing the onboarding process manually for every customer becomes unsustainable as you grow. It leads to inconsistencies and consumes valuable team resources. Workflow automation offers a powerful solution. Automating aspects of your onboarding ensures **consistency** in the experience delivered to each new customer and allows you to **scale** efficiently without a linear increase in manual effort. Automation enables **timely, triggered communication** based on user behavior (or lack thereof), delivering guidance precisely when needed. It **streamlines repetitive tasks** such as sending welcome sequences, assigning setup checklists, triggering in-app messages, or scheduling follow-ups. This, in turn, **frees up your customer success team** to concentrate on high-value interactions, strategic guidance, and relationship building. Furthermore, automated workflows facilitate efficient **data gathering**, tracking user progress and collecting valuable metrics for analysis. Platforms specializing in business process automation, like Workflow86, empower you to design, build, and execute these sophisticated onboarding sequences. By mapping your ideal customer journey, identifying repetitive steps, and leveraging automation tools, you can create a seamless, scalable, and highly effective process that consistently guides customers toward success. ## Measuring the Impact of Your Onboarding Optimizing your workflow requires understanding its performance. Focus on tracking key metrics that reflect onboarding effectiveness. Monitor **Time-to-Value (TTV)** to see how quickly users grasp the core benefit. Track the **Activation Rate** – the percentage of users completing essential initial steps. Measure **Feature Adoption Rates** to understand engagement with critical functionalities. Keep an eye on the overall **Onboarding Completion Rate**. Gather qualitative feedback through **Customer Satisfaction (CSAT)** surveys or **Net Promoter Score (NPS)** assessments during and after onboarding. Analyze **Early-Stage Churn Rate** to identify if users are dropping off soon after signing up. Finally, monitor **Support Ticket Volume** related to initial usage; effective onboarding should reduce basic inquiries. Analyzing these metrics provides the insights needed for continuous improvement. ## Wrapping up Customer onboarding is arguably the most pivotal stage in the customer lifecycle. A thoughtfully designed, personalized, and efficient workflow – significantly enhanced by automation – is fundamental to reducing churn, accelerating value realization, encouraging product adoption, and cultivating strong, lasting customer relationships. By adhering to core principles, structuring the journey logically using frameworks, leveraging automation platforms like Workflow86, and diligently measuring success, you can elevate your onboarding from a mere formality into a strategic driver of customer success and sustainable business growth. [Streamlining the Hiring Process: how we automated out recruitment process ›](https://www.workflow86.com/blog/streamlining-the-hiring-process-how-we-automated-out-recruitment-process) [‹ From Survey to Action: Automating Data Collection and Follow-Up Workflows](https://www.workflow86.com/blog/from-survey-to-action-automating-data-collection-and-follow-up-workflows) ## Startautomatingnow 14 days free trial No credit card required [Get access](https://form.workflow86.com/form/57c15fd2-87b4-45cc-8700-7a7da8607f09) ## Frequently Asked Questions ##### How does Workflow86 work? ##### Do I need to use the AI? ##### Is Workflow86 AI no-code? ##### What context does the AI use when building or editing a workflow? ##### Does the AI know any secrets or credentials I have stored? ##### Can you help me build a workflow? [iframe](https://edit.framer.com/?framerSiteId=540354b44382fa2e928f8cd7185acd12253a798c0025ffdd4c92de2f4c551fa2&nodeId=zbSJNt7HB&source=www.workflow86.com&features=%7B%22editorBarDisableFrameAncestorsSecurity%22%3Afalse%2C%22editorBarOnPageEditing%22%3Afalse%7D) ## Automated Recruitment Solutions # StreamliningtheHiringProcess:howweautomatedoutrecruitmentprocess ![](https://framerusercontent.com/images/1V05JqZTg9zD0yZzs6UnvYcRiw.png) Finding and hiring the right talent is fundamental to business growth, yet the traditional recruitment process often feels cumbersome and inefficient. It's frequently bogged down by repetitive administrative tasks, manual data entry, communication delays, and inconsistent procedures. Our team experienced these challenges firsthand. Valuable recruiter time was consumed by scheduling interviews, chasing feedback, and manually updating applicant statuses, rather than focusing on strategic sourcing and candidate engagement. We recognized the need for a more streamlined approach, which led us to explore and implement recruitment workflow automation. ## Understanding the Manual Recruitment Bottleneck Before implementing solutions, we needed a clear picture of where our process was breaking down. Manual recruitment often suffers from several key issues that create significant bottlenecks. A major factor is the **time drain** associated with repetitive tasks; activities like screening initial applications against basic criteria, sending acknowledgment emails, coordinating interviews across multiple calendars, and generating standard offer letters consume countless hours. Furthermore, manual processes often lead to **inconsistency**. Without a standardized, automated system, steps can be missed, communication can vary wildly between candidates, and evaluation criteria might be applied unevenly. This not only impacts efficiency but also fairness and compliance. This inconsistency, coupled with delays, contributes to a **poor candidate experience**. Cumbersome application processes and scheduling difficulties can frustrate candidates and damage the employer brand, potentially causing top talent to drop out. Finally, manual methods result in a **lack of visibility**. Tracking candidates through various stages, gathering timely feedback from hiring managers, and analyzing recruitment metrics becomes difficult when information is scattered across spreadsheets, email threads, and disparate systems. ## A Framework for Identifying Automation Opportunities: The Recruitment Process Matrix To systematically tackle these issues, we developed a structured way to analyze our workflow – think of it as a conceptual **Recruitment Process Matrix**. This involves examining the core stages of the recruitment lifecycle against common pain points to pinpoint tasks ripe for automation. We broke our process down into key phases and evaluated each for high-volume, repetitive, or error-prone activities. - **Phase 1: Sourcing & Application Intake:** This initial phase involves posting jobs and receiving applications. Manual pain points often include posting to multiple job boards individually and dealing with inconsistent application data. Automation opportunities here involve using tools for automatic job distribution, standardizing application forms for consistent data capture, and sending auto-acknowledgment emails to applicants, ensuring immediate engagement. - **Phase 2: Screening & Shortlisting:** Next comes reviewing applications against minimum qualifications and creating a shortlist. Manually reading every resume and checking for specific keywords or required experience is incredibly time-consuming. Automation can significantly help by implementing rules-based screening for knockout questions (like work authorization or specific certifications), using keyword analysis to flag relevant resumes, and automatically categorizing candidates based on initial fit criteria. - **Phase 3: Interviewing & Assessment:** This stage covers scheduling interviews, conducting assessments, and collecting feedback. The manual process often involves endless email chains to align calendars, manually sending reminders, and struggling to collate feedback from different interviewers promptly. Automation provides solutions like scheduling links synced with calendars for candidate self-booking, automated interview reminders for all parties, and standardized digital feedback forms distributed automatically post-interview. - **Phase 4: Offer & Pre-boarding:** The final steps involve generating offer letters, initiating background checks, and sending initial onboarding documents. Manually creating offer letters from templates, initiating checks separately, and tracking document completion are common administrative burdens. Automation can generate personalized offer letters from templates using candidate data, trigger background check requests automatically upon offer acceptance, and initiate digital document signing for initial paperwork, streamlining the transition. ## Our Automation Implementation Journey Using this matrix approach, we identified interview scheduling and initial screening as our most significant time sinks. We leveraged a workflow automation platform, **Workflow86**, which allowed us to connect different parts of our process without needing extensive technical resources. We started by automating the initial application acknowledgment, providing immediate confirmation to candidates. Then, applying the logic from our Phase 2 analysis, we implemented rules to automatically filter applications based on non-negotiable criteria. For candidates passing this stage, we addressed a key Phase 3 bottleneck by setting up an automated email containing a scheduling link, allowing them to book an initial screening call directly into recruiters' calendars. We also automated the feedback collection process identified in Phase 3. After an interview, the system automatically sent a standardized feedback form to the interviewer, ensuring timely and consistent input. For successful candidates moving to the offer stage (Phase 4), we configured a workflow to generate the offer letter using pre-approved templates and route it for necessary approvals before sending it via an e-signature platform. ## The Impact: Efficiency, Consistency, and Focus The results were transformative. Automating these key steps significantly reduced the administrative burden on our recruitment team. Time-to-hire decreased as bottlenecks like scheduling and feedback collection were streamlined. Consistency improved dramatically – every candidate received timely communication, and every interviewer used the same feedback mechanism, enhancing fairness. Most importantly, our recruiters could redirect their efforts towards more strategic activities: engaging passive candidates, building talent pipelines, conducting more thorough interviews, and improving the overall candidate relationship. The automation didn't replace the human element; it enhanced it by freeing up humans to focus on high-value interactions. ## Getting Started with Your Own Recruitment Automation Automating your recruitment workflow doesn't require a complete overhaul overnight. Start by applying the Recruitment Process Matrix framework: First, **map your current process** by documenting every step, from posting a job to making a hire. Then, **identify bottlenecks** using the phase-based approach (Sourcing, Screening, Interviewing, Offer) described above. Pinpoint where time is lost, errors occur, or consistency suffers, focusing initially on high-volume, low-complexity tasks. Next, **start small**. Choose one or two key processes identified through your matrix analysis to automate first, such as application acknowledgment or interview scheduling. When ready, **select the right tools**. Look for flexible platforms like **Workflow86** that can integrate with your existing systems (ATS, HRIS) and allow you to build custom workflows without extensive coding. These platforms provide the building blocks to connect different applications and automate logic based on your specific needs. Finally, **measure and iterate**. Track the impact of your automation efforts (e.g., time saved, reduction in errors) and continuously look for further optimization opportunities based on your findings. Automating our recruitment workflow shifted our team from being reactive administrators to proactive talent advisors. By systematically identifying and addressing bottlenecks using a structured framework and the right tools, we created a more efficient, consistent, and candidate-friendly hiring process. Explore how **Workflow86** can help you design and implement your own automated recruitment engine, transforming your hiring process from a bottleneck into a strategic advantage. [Streamline Your Sales Cycle: Generating Winning Online Proposals with AI ›](https://www.workflow86.com/blog/streamline-your-sales-cycle-generating-winning-online-proposals-with-ai) [‹ Beyond the Welcome Email: Crafting Customer Onboarding Workflows That Drive Success](https://www.workflow86.com/blog/beyond-the-welcome-email-crafting-customer-onboarding-workflows-that-drive-success) ## Startautomatingnow 14 days free trial No credit card required [Get access](https://form.workflow86.com/form/57c15fd2-87b4-45cc-8700-7a7da8607f09) ## Frequently Asked Questions ##### How does Workflow86 work? ##### Do I need to use the AI? ##### Is Workflow86 AI no-code? ##### What context does the AI use when building or editing a workflow? ##### Does the AI know any secrets or credentials I have stored? ##### Can you help me build a workflow? [iframe](https://edit.framer.com/?framerSiteId=540354b44382fa2e928f8cd7185acd12253a798c0025ffdd4c92de2f4c551fa2&nodeId=YS89heYGO&source=www.workflow86.com&features=%7B%22editorBarDisableFrameAncestorsSecurity%22%3Afalse%2C%22editorBarOnPageEditing%22%3Afalse%7D) ## AI Proposal Generation # StreamlineYourSalesCycle:GeneratingWinningOnlineProposalswithAI ![](https://framerusercontent.com/images/N7DotiyKT1CIAxx1GHwbF9N1W4.png) Creating compelling business proposals is a critical, yet often time-consuming, part of the sales process. Crafting documents that are persuasive, personalized, accurate, and visually appealing demands significant effort. Many sales teams and business professionals find themselves bogged down by repetitive tasks, struggling with consistency, and missing opportunities due to slow turnaround times. Fortunately, Artificial Intelligence (AI) offers powerful solutions to transform how online proposals are generated, moving from manual drudgery to automated efficiency. ## The Persistent Challenges of Traditional Proposal Creation Before exploring the AI solution, it's worth acknowledging the common hurdles in manual proposal generation. Teams often grapple with maintaining brand consistency across documents, especially in larger organizations where different individuals or departments might be involved. Personalizing content for each specific client requires deep research and careful writing, adding hours, sometimes days, to the process. The risk of manual errors, whether in calculations, product descriptions, or client details, can undermine credibility and trust. Furthermore, tracking proposal status, monitoring client engagement, and managing follow-ups manually is inherently inefficient and prone to oversight, potentially letting promising leads go cold. These challenges collectively slow down the sales cycle and can negatively impact win rates. ## How AI Revolutionizes Online Proposal Generation AI introduces a layer of intelligence and automation that directly addresses these pain points. Its application significantly accelerates content drafting, allowing tools to rapidly generate initial proposal sections based on established templates, client information, and predefined product or service descriptions. This drastically reduces the time spent on foundational writing, enabling sales professionals to focus on strategic customization and relationship building. Furthermore, AI facilitates hyper-personalization at scale. By analyzing client data sourced from CRM systems, past communications, or even public information, AI can suggest or automatically insert highly relevant content. This might include addressing specific industry challenges the client faces, referencing points from previous conversations, or highlighting tailored solutions, making each proposal feel unique and directly responsive to the client's needs without requiring extensive manual research for every single instance. Intelligent data integration is another core strength. AI can seamlessly pull relevant, up-to-date information—such as pricing tiers, technical specifications, relevant case studies, or team member bios—from various company repositories or databases directly into the proposal document. This ensures accuracy and consistency, eliminating the tedious and error-prone task of manually searching for and copy-pasting information. This drive for consistency extends to enhanced brand compliance. AI-powered platforms can rigorously enforce brand guidelines, ensuring that logos, color schemes, fonts, and the overall tone of voice are uniformly applied across all proposals generated. Templates managed within an AI system maintain this uniformity, reinforcing a polished and professional corporate image with every client interaction. Beyond the document itself, AI can automate the entire proposal workflow. This capability includes triggering internal approval processes, distributing the final proposal to clients via preferred channels, setting automated reminders for sales team follow-ups, and even notifying reps when a client opens, views, or interacts with specific sections of the proposal. This comprehensive automation streamlines the process from initial creation through to potential signature and beyond. Some advanced AI tools are also beginning to offer predictive insights, analyzing historical proposal performance data to suggest which content elements, structures, or phrasing are statistically most likely to lead to a successful outcome based on factors like client industry or deal size. ## Framework for Assessing Your AI Proposal Needs Adopting AI for proposal generation doesn't require an immediate, disruptive overhaul. A structured approach can help identify where AI offers the most value for your specific situation. Consider using a simple assessment framework to map your challenges to potential solutions. You can create a matrix outlining key areas of the proposal process: | Challenge Area | Describe Your Current Pain (e.g., time spent, error rate, inconsistency) | Potential AI Solution Focus | Priority for Your Team (Low/Med/High) | | --- | --- | --- | --- | | **Content Creation** | _e.g., Takes 4+ hours per proposal draft_ | AI Draft Generation, Template Population | _Assess your priority_ | | **Personalization** | _e.g., Generic proposals, low engagement_ | AI Content Suggestions, CRM Data Integration | _Assess your priority_ | | **Data Accuracy** | _e.g., Frequent pricing errors, outdated specs_ | Automated Data Integration from Source Systems | _Assess your priority_ | | **Brand Consistency** | _e.g., Proposals look different depending on who creates them_ | Template Enforcement, Brand Guideline Checks | _Assess your priority_ | | **Workflow Steps** | _e.g., Slow approvals, manual sending & tracking_ | Automated Approvals, Distribution, Tracking, Follow-ups | _Assess your priority_ | | **Performance Insights** | _e.g., Unsure why some proposals win and others lose_ | Engagement Analytics, Predictive Insights (if available) | _Assess your priority_ | Completing this exercise helps pinpoint your most significant bottlenecks and clarifies which AI functionalities—content generation, personalization aids, data integration, workflow automation, or analytics—should be prioritized when evaluating potential tools. ## Evaluating and Implementing AI Solutions Once you understand your priorities using the framework, you can effectively evaluate potential tools. Research AI-powered proposal software or broader workflow automation platforms that incorporate AI features relevant to your needs. Look for solutions that offer flexibility, integrate smoothly with your existing technology stack (especially CRM, cloud storage, and e-signature tools), and present a user-friendly interface for your team. Consider platforms designed for end-to-end process automation, like Workflow86, as proposal generation is often just one critical step within a larger sales, client onboarding, or project initiation workflow. The ability to connect proposal creation seamlessly with subsequent actions (like contract generation, project setup, or invoicing) using a single automation platform can yield substantial efficiency gains. After selecting a tool, focus on proper integration and team training. Ensure the software connects reliably with relevant systems and provide adequate guidance so your team understands how to leverage the AI capabilities effectively while still applying their essential strategic judgment and client knowledge. Finally, establish key metrics to measure success. Track changes in proposal creation time, win rates, client engagement levels, and team feedback. Use these insights to continuously refine your templates, AI prompts, workflow rules, and overall process. ## The Indispensable Human Element It's crucial to remember that AI functions best as a powerful assistant, augmenting human capabilities rather than replacing them entirely. The strategic thinking required for sales, the nuanced understanding of client needs developed through conversation, the art of relationship building, and the critical final review of any proposal remain firmly in the human domain. AI excels at handling the repetitive, data-intensive, and process-driven tasks, thereby freeing up valuable time for professionals to concentrate on the high-value activities that truly differentiate them and ultimately close deals. The most successful implementations harmoniously combine AI's speed and efficiency with essential human oversight, strategic input, and interpersonal skills. ## Moving Forward with Smarter Proposals Generating online proposals using AI is no longer a futuristic concept but a practical strategy available today for gaining a significant competitive edge. By automating repetitive tasks, enabling deep and efficient personalization, ensuring data accuracy, and streamlining associated workflows, AI empowers businesses to create superior proposals in less time. This translates directly into shorter sales cycles, improved win rates, and a more productive, less burdened sales operation. Exploring tools and platforms that intelligently integrate AI into your proposal process and broader business workflows represents a strategic investment in smarter, more effective sales enablement for the future. [Effective Client Complaint Management: Turning Challenges into Opportunities ›](https://www.workflow86.com/blog/effective-client-complaint-management-turning-challenges-into-opportunities) [‹ Streamlining the Hiring Process: how we automated out recruitment process](https://www.workflow86.com/blog/streamlining-the-hiring-process-how-we-automated-out-recruitment-process) ## Startautomatingnow 14 days free trial No credit card required [Get access](https://form.workflow86.com/form/57c15fd2-87b4-45cc-8700-7a7da8607f09) ## Frequently Asked Questions ##### How does Workflow86 work? ##### Do I need to use the AI? ##### Is Workflow86 AI no-code? ##### What context does the AI use when building or editing a workflow? ##### Does the AI know any secrets or credentials I have stored? ##### Can you help me build a workflow? [iframe](https://edit.framer.com/?framerSiteId=540354b44382fa2e928f8cd7185acd12253a798c0025ffdd4c92de2f4c551fa2&nodeId=qPBxV5LJC&source=www.workflow86.com&features=%7B%22editorBarDisableFrameAncestorsSecurity%22%3Afalse%2C%22editorBarOnPageEditing%22%3Afalse%7D) ## Client Complaint Management # EffectiveClientComplaintManagement:TurningChallengesintoOpportunities ![](https://framerusercontent.com/images/80ZbMfGVKlWC1Ki1gG2ov0JvE.png) No business operates in a vacuum, and even with the best intentions, client complaints are an inevitable part of the landscape. While receiving negative feedback can be uncomfortable, viewing complaints solely as problems is a missed opportunity. Effectively managed, client complaints provide invaluable insights, highlight areas for improvement, and can even strengthen client relationships. Developing a structured approach to complaint management is not just good customer service; it's smart business strategy. ## The Importance of Listening First The initial response to a client complaint sets the tone for the entire interaction. Before jumping to solutions or defenses, the priority must be to listen actively and empathetically. This means giving the client your full attention, whether the complaint arrives via email, phone call, or feedback form. Focus on understanding the core issue from their perspective. Acknowledge their frustration or disappointment genuinely. Phrases like "I understand why you're upset" or "Thank you for bringing this to our attention" can de-escalate tension and show the client they are being heard. Avoid interrupting or becoming defensive, even if you disagree with their assessment at this stage. The goal is to gather information and validate their experience. ## A Framework for Resolution: Investigate, Communicate, Solve Once you've truly heard the client, a systematic approach is needed. 1. **Investigate Thoroughly:** Gather all relevant facts surrounding the complaint. This might involve reviewing communication logs, checking project details, speaking with team members involved, or examining product usage data. Avoid making assumptions. A clear understanding of the sequence of events and contributing factors is crucial for finding an appropriate resolution. Document your findings objectively. 2. **Communicate Clearly and Promptly:** Keep the client informed throughout the process. Acknowledge receipt of their complaint quickly, even if a full investigation takes time. Provide realistic timelines for when they can expect an update or resolution. Transparency is key; explain what steps you are taking to address their concerns. If delays occur, communicate them proactively. 3. **Resolve Effectively:** Based on your investigation, determine the appropriate course of action. Solutions can range from a sincere apology and explanation to offering a discount, rework, refund, or other forms of compensation. The resolution should feel fair to the client and, where possible, address the root cause of the problem. Empower your customer-facing teams with clear guidelines and the authority to resolve common issues swiftly, avoiding unnecessary escalation. Focus on fixing the problem, not assigning blame. ## Beyond the Fix: Follow-Up and Learning Resolving the immediate issue isn't the end of the process. **Follow Up:** After implementing the solution, check back in with the client. Confirm that the resolution met their expectations and that they consider the matter closed. This reinforces your commitment to their satisfaction and provides a final opportunity to address any lingering concerns. **Learn and Adapt:** This is perhaps the most critical step for long-term improvement. Treat every complaint as data. Analyze trends – are you receiving similar complaints repeatedly? What do these patterns reveal about your products, services, or processes? Use this information to identify root causes. Is there a flaw in a workflow? A gap in training? A misleading piece of marketing material? Feed these insights back into the relevant departments (product development, operations, marketing, training) to drive meaningful change and prevent future occurrences. ## Systematizing Your Complaint Management Process Handling complaints effectively requires consistency, which can be challenging without a defined system. Documenting your complaint management process ensures every team member understands the steps involved, from initial intake to final follow-up and analysis. Consider a simple **Complaint Management Matrix** to guide your team: | | | | | | | | --- | --- | --- | --- | --- | --- | | **Severity** | **Impact** | **Initial Response Time** | **Resolution Goal** | **Follow-up Required?** | **Internal Review?** | | Low (Minor issue) | Low (Single user) | Within 24 hours | Simple fix/Apology | Yes (Brief check-in) | No (Unless recurring) | | Medium | Medium (Team/Dept) | Within 8 business hours | Investigate & Solve | Yes (Confirm fix) | Yes (Identify cause) | | High (Major flaw) | High (Multiple clients/Reputation) | Within 2-4 hours | Urgent investigation & resolution plan | Yes (Detailed check) | Yes (Root cause analysis & process change) | This matrix provides a basic framework, but the real power comes from embedding these steps into your operational workflows. This is where workflow automation platforms, such as **Workflow86**, become invaluable. By designing a dedicated complaint resolution workflow, you can: - Standardize how complaints are captured and logged. - Automatically route issues to the correct person or team based on type or severity. - Set reminders and track progress to ensure timely responses and resolutions. - Create automated follow-up tasks. - Generate reports to easily analyze complaint data and identify trends. Automating the procedural aspects frees up your team to focus on the human elements – empathy, communication, and effective problem-solving – while ensuring consistency and accountability. ## Turning Complaints into Strategic Assets Viewed constructively, client complaints are a free source of valuable market research and operational feedback. They pinpoint weaknesses, highlight unmet needs, and reveal friction points in the customer journey. By establishing a robust, empathetic, and systematic approach to managing them—supported by clear processes and potentially workflow automation—you not only resolve immediate issues but also build stronger client loyalty, improve your offerings, and ultimately, create a more resilient and customer-centric business. Investing time and resources in effective complaint management isn't just about damage control; it's a strategic investment in continuous improvement and long-term success. [Workflows vs. Processes: Understanding the Key Differences ›](https://www.workflow86.com/blog/workflows-vs-processes-understanding-the-key-differences) [‹ Streamline Your Sales Cycle: Generating Winning Online Proposals with AI](https://www.workflow86.com/blog/streamline-your-sales-cycle-generating-winning-online-proposals-with-ai) ## Startautomatingnow 14 days free trial No credit card required [Get access](https://form.workflow86.com/form/57c15fd2-87b4-45cc-8700-7a7da8607f09) ## Frequently Asked Questions ##### How does Workflow86 work? ##### Do I need to use the AI? ##### Is Workflow86 AI no-code? ##### What context does the AI use when building or editing a workflow? ##### Does the AI know any secrets or credentials I have stored? ##### Can you help me build a workflow? [iframe](https://edit.framer.com/?framerSiteId=540354b44382fa2e928f8cd7185acd12253a798c0025ffdd4c92de2f4c551fa2&nodeId=w6dFNBQBF&source=www.workflow86.com&features=%7B%22editorBarDisableFrameAncestorsSecurity%22%3Afalse%2C%22editorBarOnPageEditing%22%3Afalse%7D) ## Workflows vs Processes # Workflowsvs.Processes:UnderstandingtheKeyDifferences ![](https://framerusercontent.com/images/djjSAqGca5mbkPMqTeOBCOn47E.png) In the world of business operations and improvement, the terms "workflow" and "process" are often used interchangeably.\[ [1](https://www.google.com/url?sa=E&q=https%3A%2F%2Fvertexaisearch.cloud.google.com%2Fgrounding-api-redirect%2FAQXblrybFw5OinE-HpatsZSu1CaZ_8ithonAHpYsEsPBk7DHGXmeza4GMN5OJsN0qDmZKE9a_qytOf98SiOuqNzzwnCLRhQGqR3gtZ7R0_89ZZyeNDGrkhMMX538h2gUJ_ezcrZqT8yO)\]\[ [2](https://www.google.com/url?sa=E&q=https%3A%2F%2Fvertexaisearch.cloud.google.com%2Fgrounding-api-redirect%2FAQXblrylY6dHOEwOOovxStxRcWkZdpf9I2sKhm53hTc4DKcPfDc7UzuNFyFX7ySKBhsh_pW1CgZM4KrWyU33yU7IZApsWpuQM9y_5VYv7TK52Lr3wxaLXfBeAvmxtjNQnZvckw__kQ4ArvOF4CgKh1opWzg5LcxA)\]\[ [3](https://www.google.com/url?sa=E&q=https%3A%2F%2Fvertexaisearch.cloud.google.com%2Fgrounding-api-redirect%2FAQXblrz65hI-Qljjq5YGEMZqeUW7Ghyl1iNgmILmoGGHbUe0kR4N7G4pj3OM56Oh_FfzABfCKpatlKcV2nHQqPVVzC3cIF69uNCsZx9Lhj86xIzPVvnndumieZhZFvRxenSZ9p3IcTI%3D)\]\[ [4](https://www.google.com/url?sa=E&q=https%3A%2F%2Fvertexaisearch.cloud.google.com%2Fgrounding-api-redirect%2FAQXblrzvNIdUnLYoEN4h2WEzsjwzVg_5Yfaf0VbNwZa5tMGT3Cyk3fdpgkCIXihhF23kpSv1wIK5Rdi71LelfE1ryp4Y7r6tet9HUHBQHahLk4o8Auoj_C3ZYRIadvA9S7A%3D)\] While closely related, they represent distinct concepts.\[ [2](https://www.google.com/url?sa=E&q=https%3A%2F%2Fvertexaisearch.cloud.google.com%2Fgrounding-api-redirect%2FAQXblrylY6dHOEwOOovxStxRcWkZdpf9I2sKhm53hTc4DKcPfDc7UzuNFyFX7ySKBhsh_pW1CgZM4KrWyU33yU7IZApsWpuQM9y_5VYv7TK52Lr3wxaLXfBeAvmxtjNQnZvckw__kQ4ArvOF4CgKh1opWzg5LcxA)\]\[ [3](https://www.google.com/url?sa=E&q=https%3A%2F%2Fvertexaisearch.cloud.google.com%2Fgrounding-api-redirect%2FAQXblrz65hI-Qljjq5YGEMZqeUW7Ghyl1iNgmILmoGGHbUe0kR4N7G4pj3OM56Oh_FfzABfCKpatlKcV2nHQqPVVzC3cIF69uNCsZx9Lhj86xIzPVvnndumieZhZFvRxenSZ9p3IcTI%3D)\]\[ [4](https://www.google.com/url?sa=E&q=https%3A%2F%2Fvertexaisearch.cloud.google.com%2Fgrounding-api-redirect%2FAQXblrzvNIdUnLYoEN4h2WEzsjwzVg_5Yfaf0VbNwZa5tMGT3Cyk3fdpgkCIXihhF23kpSv1wIK5Rdi71LelfE1ryp4Y7r6tet9HUHBQHahLk4o8Auoj_C3ZYRIadvA9S7A%3D)\]\[ [5](https://www.google.com/url?sa=E&q=https%3A%2F%2Fvertexaisearch.cloud.google.com%2Fgrounding-api-redirect%2FAQXblrwJmlEiM-C8GHHr8M-LS9DD5GHloZbCgxxzn-9WpoVgrg_qv4lMt4e-cKSo9isiIDd1kuy_ehNAHvhFmawRqUfuJ04zaHlSMTbHfTPFbyCBKQa0MgFVXPIeQX_CHqr6twM5b_yi4o2e-3erXNIFi6aFBzPtztHRSDo%3D)\] Understanding the difference isn't just semantics; it's crucial for effectively analyzing, managing, and optimizing how work gets done in your organization.\[ [5](https://www.google.com/url?sa=E&q=https%3A%2F%2Fvertexaisearch.cloud.google.com%2Fgrounding-api-redirect%2FAQXblrwJmlEiM-C8GHHr8M-LS9DD5GHloZbCgxxzn-9WpoVgrg_qv4lMt4e-cKSo9isiIDd1kuy_ehNAHvhFmawRqUfuJ04zaHlSMTbHfTPFbyCBKQa0MgFVXPIeQX_CHqr6twM5b_yi4o2e-3erXNIFi6aFBzPtztHRSDo%3D)\] Getting this distinction right can unlock significant gains in efficiency and clarity. So, what exactly separates a workflow from a process? Let's break it down. ## What is a Business Process? Think of a **business process** as the big picture. It's a collection of related activities or tasks, performed by people or systems, designed to achieve a specific organizational goal.\[ [4](https://www.google.com/url?sa=E&q=https%3A%2F%2Fvertexaisearch.cloud.google.com%2Fgrounding-api-redirect%2FAQXblrzvNIdUnLYoEN4h2WEzsjwzVg_5Yfaf0VbNwZa5tMGT3Cyk3fdpgkCIXihhF23kpSv1wIK5Rdi71LelfE1ryp4Y7r6tet9HUHBQHahLk4o8Auoj_C3ZYRIadvA9S7A%3D)\]\[ [5](https://www.google.com/url?sa=E&q=https%3A%2F%2Fvertexaisearch.cloud.google.com%2Fgrounding-api-redirect%2FAQXblrwJmlEiM-C8GHHr8M-LS9DD5GHloZbCgxxzn-9WpoVgrg_qv4lMt4e-cKSo9isiIDd1kuy_ehNAHvhFmawRqUfuJ04zaHlSMTbHfTPFbyCBKQa0MgFVXPIeQX_CHqr6twM5b_yi4o2e-3erXNIFi6aFBzPtztHRSDo%3D)\]\[ [6](https://www.google.com/url?sa=E&q=https%3A%2F%2Fvertexaisearch.cloud.google.com%2Fgrounding-api-redirect%2FAQXblrxy--EGQJ-eiNK3TaWUSSv6f32v3Qr-s1WS5XbohuSCrcz8dSFUZbMOZdTB8ZaKxlP4xi6Yscl4tMdfay_U_WGeBycNHzAQ4lerQ-1IN6_HLaAm06BErIIyS2GW156Gy5EIEsb2Vh0zzOwTmd4e)\]\[ [7](https://www.google.com/url?sa=E&q=https%3A%2F%2Fvertexaisearch.cloud.google.com%2Fgrounding-api-redirect%2FAQXblrz4cCJrFLduOYAfqlervubIbSmmGEWhFiNKRbZZE2XZ4aA4GZt63KzuZJYbArkqL-H8n54eFkD4rpx5gUPQ32xDahmTyk4e2tg2qTOk3B6iUXdhhCbnVq5Wq1EJzO4yf90r00s%3D)\]\[ [8](https://www.google.com/url?sa=E&q=https%3A%2F%2Fvertexaisearch.cloud.google.com%2Fgrounding-api-redirect%2FAQXblryClCSUFd-Jxq6XLbw62BwbuZYTnkFG-tav_T-snVAlm_-z11M4FkI7IvTvsvnSDWjLWDv9hA82z3fEfuVmWDXLYnrkkkXIMSFN746CnuOwdrRQmWO-aEOMdNSX_ofe966il-bC2D3lqDvixU9F-Q%3D%3D)\]\[ [9](https://www.google.com/url?sa=E&q=https%3A%2F%2Fvertexaisearch.cloud.google.com%2Fgrounding-api-redirect%2FAQXblryCUK_ogY4pcSsqSSq5cwjQKoJqoylz-HI8ZTHNuTt-Prm6bcCT7njCSLWEy_619on-DRCB-BPpxtahooMOcvs4kjJRMiW7zNZ2IrqXNTpgCTm105bebV4Wc4iG9-6iD6xwy0IMTg%3D%3D)\]\[ [10](https://www.google.com/url?sa=E&q=https%3A%2F%2Fvertexaisearch.cloud.google.com%2Fgrounding-api-redirect%2FAQXblrwf1s7q3StoZWPOjHdtWjICH0wCHqZtYDgDpsidV7q_toz48jVqYYItjFvlUViCBTLbesFvvlfgJJuBK43b6-1-oSrbiKlkZZW4RVRvhSzoqSj5YqNtKvP2zmMiG_JGdMZZSWrz5k4n4-tGb8bklS5tgQbnWN3DMjw-ccHyhMf7oQafWck4QQ%3D%3D)\] Processes define what needs to happen to produce a particular outcome or deliver value to a customer.\[ [7](https://www.google.com/url?sa=E&q=https%3A%2F%2Fvertexaisearch.cloud.google.com%2Fgrounding-api-redirect%2FAQXblrz4cCJrFLduOYAfqlervubIbSmmGEWhFiNKRbZZE2XZ4aA4GZt63KzuZJYbArkqL-H8n54eFkD4rpx5gUPQ32xDahmTyk4e2tg2qTOk3B6iUXdhhCbnVq5Wq1EJzO4yf90r00s%3D)\]\[ [11](https://www.google.com/url?sa=E&q=https%3A%2F%2Fvertexaisearch.cloud.google.com%2Fgrounding-api-redirect%2FAQXblrws3VREQrV2rG77HuW62Tx2rVRoAsMTFqWD1eXq3fdfEqfBF6Un7ebC6Swewjr22llYxuq2miG6KCg-iK3IKyi6NogarQ9ziE3UBe90E9uUjfMYw-IHygvMVMw5yKo2RU6ghGo4BfcKcdQJyX6CwVCkP8rOCYs%3D)\] They often span multiple departments or functions and represent a strategic objective. Consider these examples of business processes: - Onboarding a new customer - Developing a new product - Fulfilling a customer order\[ [9](https://www.google.com/url?sa=E&q=https%3A%2F%2Fvertexaisearch.cloud.google.com%2Fgrounding-api-redirect%2FAQXblryCUK_ogY4pcSsqSSq5cwjQKoJqoylz-HI8ZTHNuTt-Prm6bcCT7njCSLWEy_619on-DRCB-BPpxtahooMOcvs4kjJRMiW7zNZ2IrqXNTpgCTm105bebV4Wc4iG9-6iD6xwy0IMTg%3D%3D)\] - Hiring a new employee\[ [10](https://www.google.com/url?sa=E&q=https%3A%2F%2Fvertexaisearch.cloud.google.com%2Fgrounding-api-redirect%2FAQXblrwf1s7q3StoZWPOjHdtWjICH0wCHqZtYDgDpsidV7q_toz48jVqYYItjFvlUViCBTLbesFvvlfgJJuBK43b6-1-oSrbiKlkZZW4RVRvhSzoqSj5YqNtKvP2zmMiG_JGdMZZSWrz5k4n4-tGb8bklS5tgQbnWN3DMjw-ccHyhMf7oQafWck4QQ%3D%3D)\] - Closing the monthly financial books A business process focuses on the overall objective and the major stages involved in reaching it. It answers the question: "What are we trying to accomplish?" ## What is a Workflow? A **workflow**, on the other hand, is more granular.\[ [12](https://www.google.com/url?sa=E&q=https%3A%2F%2Fvertexaisearch.cloud.google.com%2Fgrounding-api-redirect%2FAQXblrwqF_T_Ymi1UgnXRHapJBEoBLM2Pzr4NgbGUkoaQcqFTCEQQ-hfJSXFYWEVgW779FQ51zN2JnMd-8mhDNQRh_frmPM-lGQU9K1ewXm1TgaSuU57kwJgDlIQ4wOVN3UIv1qPBSCiQxGwvB_eTHaNFO0rhlXwvcWzMnURWW49MA%3D%3D)\] It represents the specific sequence of steps, tasks, or actions required to complete a part of a process, or sometimes, a simple process itself.\[ [8](https://www.google.com/url?sa=E&q=https%3A%2F%2Fvertexaisearch.cloud.google.com%2Fgrounding-api-redirect%2FAQXblryClCSUFd-Jxq6XLbw62BwbuZYTnkFG-tav_T-snVAlm_-z11M4FkI7IvTvsvnSDWjLWDv9hA82z3fEfuVmWDXLYnrkkkXIMSFN746CnuOwdrRQmWO-aEOMdNSX_ofe966il-bC2D3lqDvixU9F-Q%3D%3D)\]\[ [9](https://www.google.com/url?sa=E&q=https%3A%2F%2Fvertexaisearch.cloud.google.com%2Fgrounding-api-redirect%2FAQXblryCUK_ogY4pcSsqSSq5cwjQKoJqoylz-HI8ZTHNuTt-Prm6bcCT7njCSLWEy_619on-DRCB-BPpxtahooMOcvs4kjJRMiW7zNZ2IrqXNTpgCTm105bebV4Wc4iG9-6iD6xwy0IMTg%3D%3D)\]\[ [13](https://www.google.com/url?sa=E&q=https%3A%2F%2Fvertexaisearch.cloud.google.com%2Fgrounding-api-redirect%2FAQXblrzsLPLbPgO6txD3R1JBHD3-a9jaIzWm8eeEm8jk2qLe51889bGlBityWJ5jgYxPLAbqR4gphbnoznXpALnUGNX5OcfTEBdEqSqM10RqSG7o1ADSfWjm6zAlsNs0xzGh)\] Workflows define how a specific piece of work gets done, often focusing on the movement of tasks, information, or documents from one stage or person to the next in a repeatable manner.\[ [4](https://www.google.com/url?sa=E&q=https%3A%2F%2Fvertexaisearch.cloud.google.com%2Fgrounding-api-redirect%2FAQXblrzvNIdUnLYoEN4h2WEzsjwzVg_5Yfaf0VbNwZa5tMGT3Cyk3fdpgkCIXihhF23kpSv1wIK5Rdi71LelfE1ryp4Y7r6tet9HUHBQHahLk4o8Auoj_C3ZYRIadvA9S7A%3D)\]\[ [5](https://www.google.com/url?sa=E&q=https%3A%2F%2Fvertexaisearch.cloud.google.com%2Fgrounding-api-redirect%2FAQXblrwJmlEiM-C8GHHr8M-LS9DD5GHloZbCgxxzn-9WpoVgrg_qv4lMt4e-cKSo9isiIDd1kuy_ehNAHvhFmawRqUfuJ04zaHlSMTbHfTPFbyCBKQa0MgFVXPIeQX_CHqr6twM5b_yi4o2e-3erXNIFi6aFBzPtztHRSDo%3D)\]\[ [9](https://www.google.com/url?sa=E&q=https%3A%2F%2Fvertexaisearch.cloud.google.com%2Fgrounding-api-redirect%2FAQXblryCUK_ogY4pcSsqSSq5cwjQKoJqoylz-HI8ZTHNuTt-Prm6bcCT7njCSLWEy_619on-DRCB-BPpxtahooMOcvs4kjJRMiW7zNZ2IrqXNTpgCTm105bebV4Wc4iG9-6iD6xwy0IMTg%3D%3D)\]\[ [14](https://www.google.com/url?sa=E&q=https%3A%2F%2Fvertexaisearch.cloud.google.com%2Fgrounding-api-redirect%2FAQXblrw1oneIJ3e93IDReqyWNJeTpFQZggwTiwItn3nIIAWaFwjpEFitWLfLA3jt4cBakLnAHNXiIpAqJRoLii5XoZh8xBMmPOfBfpOTDQyG1Ip68Ei7pXz9PAVBBiS1u_uKaJ7kRttQVK2TsJZvscv0p3PeeWlkUeg_Moxgvx0nSkidtz8MmQIa-u9B9KhYbGglm26n_usCnyo%3D)\] Workflows are tactical and operational. They detail the specific path work follows, including: - The sequence of tasks - Who is responsible for each task - The tools or systems used\[ [8](https://www.google.com/url?sa=E&q=https%3A%2F%2Fvertexaisearch.cloud.google.com%2Fgrounding-api-redirect%2FAQXblryClCSUFd-Jxq6XLbw62BwbuZYTnkFG-tav_T-snVAlm_-z11M4FkI7IvTvsvnSDWjLWDv9hA82z3fEfuVmWDXLYnrkkkXIMSFN746CnuOwdrRQmWO-aEOMdNSX_ofe966il-bC2D3lqDvixU9F-Q%3D%3D)\]\[ [10](https://www.google.com/url?sa=E&q=https%3A%2F%2Fvertexaisearch.cloud.google.com%2Fgrounding-api-redirect%2FAQXblrwf1s7q3StoZWPOjHdtWjICH0wCHqZtYDgDpsidV7q_toz48jVqYYItjFvlUViCBTLbesFvvlfgJJuBK43b6-1-oSrbiKlkZZW4RVRvhSzoqSj5YqNtKvP2zmMiG_JGdMZZSWrz5k4n4-tGb8bklS5tgQbnWN3DMjw-ccHyhMf7oQafWck4QQ%3D%3D)\]\[ [14](https://www.google.com/url?sa=E&q=https%3A%2F%2Fvertexaisearch.cloud.google.com%2Fgrounding-api-redirect%2FAQXblrw1oneIJ3e93IDReqyWNJeTpFQZggwTiwItn3nIIAWaFwjpEFitWLfLA3jt4cBakLnAHNXiIpAqJRoLii5XoZh8xBMmPOfBfpOTDQyG1Ip68Ei7pXz9PAVBBiS1u_uKaJ7kRttQVK2TsJZvscv0p3PeeWlkUeg_Moxgvx0nSkidtz8MmQIa-u9B9KhYbGglm26n_usCnyo%3D)\]\[ [15](https://www.google.com/url?sa=E&q=https%3A%2F%2Fvertexaisearch.cloud.google.com%2Fgrounding-api-redirect%2FAQXblrzG2tsi3HJVfzDi4ToqowyZ4yhuOnanHLJHC5Oh6LA7ThVKf7JVnfFC8F6stiLHNvvphGqNxOuqLuohqWKzOFQN5Mi6KNQq_rKXSUPiEB1laevQsGP5YtbvhbBMRSmkWyUxk-PnuSgZftZ7-D61bUkHL_ERQiwrHFQ%3D)\]\[ [16](https://www.google.com/url?sa=E&q=https%3A%2F%2Fvertexaisearch.cloud.google.com%2Fgrounding-api-redirect%2FAQXblrypaa0dT6iDig1M0Ezt8OZ9covBoe2W8ZwAFd8dgBu3rg3uRQQteui16H7d8Z9G0bPHSiTQkD1xOrHFJ3GDpXh2rGgqjdBDmMHooVjLI0Bteng9FRVdyBuvz1A_oohEjFcgzWtyP9lMlw%3D%3D)\] - The rules or conditions governing the flow\[ [10](https://www.google.com/url?sa=E&q=https%3A%2F%2Fvertexaisearch.cloud.google.com%2Fgrounding-api-redirect%2FAQXblrwf1s7q3StoZWPOjHdtWjICH0wCHqZtYDgDpsidV7q_toz48jVqYYItjFvlUViCBTLbesFvvlfgJJuBK43b6-1-oSrbiKlkZZW4RVRvhSzoqSj5YqNtKvP2zmMiG_JGdMZZSWrz5k4n4-tGb8bklS5tgQbnWN3DMjw-ccHyhMf7oQafWck4QQ%3D%3D)\] Using the hiring process example: - **Process:** Hiring a New Employee (Goal: Fill an open position with a qualified candidate) - **Workflows within the process:** - Workflow 1: Posting the job description (Steps: Draft description -> Get approval -> Post on job boards -> Track applications) - Workflow 2: Screening applications (Steps: Review resumes -> Shortlist candidates -> Schedule initial calls) - Workflow 3: Conducting interviews (Steps: First round interviews -> Technical assessment -> Final interviews -> Collect feedback) - Workflow 4: Generating an offer (Steps: Decide on candidate -> Determine compensation -> Draft offer letter -> Get approvals -> Send offer) A workflow answers the question: "How do we execute this specific task or set of tasks?" ## The Core Difference: Scope and Focus Here’s a simple framework to distinguish between them: FeatureBusiness ProcessWorkflow **Scope** Macro-level, broadMicro-level, specific **Focus** Strategic goal, What needs doingTactical execution, How it gets done **Nature** Collection of activities/workflowsSequence of specific tasks **Goal** Achieve an organizational objectiveComplete a specific task efficiently **Level** System-focusedTask-focused **Example** Customer OnboardingApproving an onboarding document ## The Relationship: Processes Contain Workflows Processes and workflows are not mutually exclusive; they are hierarchical. A business process is typically composed of one or more workflows.\[ [1](https://www.google.com/url?sa=E&q=https%3A%2F%2Fvertexaisearch.cloud.google.com%2Fgrounding-api-redirect%2FAQXblrybFw5OinE-HpatsZSu1CaZ_8ithonAHpYsEsPBk7DHGXmeza4GMN5OJsN0qDmZKE9a_qytOf98SiOuqNzzwnCLRhQGqR3gtZ7R0_89ZZyeNDGrkhMMX538h2gUJ_ezcrZqT8yO)\]\[ [9](https://www.google.com/url?sa=E&q=https%3A%2F%2Fvertexaisearch.cloud.google.com%2Fgrounding-api-redirect%2FAQXblryCUK_ogY4pcSsqSSq5cwjQKoJqoylz-HI8ZTHNuTt-Prm6bcCT7njCSLWEy_619on-DRCB-BPpxtahooMOcvs4kjJRMiW7zNZ2IrqXNTpgCTm105bebV4Wc4iG9-6iD6xwy0IMTg%3D%3D)\]\[ [13](https://www.google.com/url?sa=E&q=https%3A%2F%2Fvertexaisearch.cloud.google.com%2Fgrounding-api-redirect%2FAQXblrzsLPLbPgO6txD3R1JBHD3-a9jaIzWm8eeEm8jk2qLe51889bGlBityWJ5jgYxPLAbqR4gphbnoznXpALnUGNX5OcfTEBdEqSqM10RqSG7o1ADSfWjm6zAlsNs0xzGh)\]\[ [17](https://www.google.com/url?sa=E&q=https%3A%2F%2Fvertexaisearch.cloud.google.com%2Fgrounding-api-redirect%2FAQXblry6XzsGfB1230aUD6MZjaWJU8tEbYaJpCtRtzbKm4NK0FDAdzWB0iBjUKsTYGYp_CLzW2hDso-FjFrWynHZd4OFmcTTbJwcFIGCN_gcnfjPs5n7PMQ2NbD_mDTDDdWMWPx6m4WAX66NF_vxFkqPOdmpPupa6WwhWQ079A%3D%3D)\] Workflows are the building blocks that enable the execution of a larger process. Sometimes, a very simple process might consist of just a single workflow, but often, complex processes involve multiple interconnected workflows.\[ [13](https://www.google.com/url?sa=E&q=https%3A%2F%2Fvertexaisearch.cloud.google.com%2Fgrounding-api-redirect%2FAQXblrzsLPLbPgO6txD3R1JBHD3-a9jaIzWm8eeEm8jk2qLe51889bGlBityWJ5jgYxPLAbqR4gphbnoznXpALnUGNX5OcfTEBdEqSqM10RqSG7o1ADSfWjm6zAlsNs0xzGh)\] ## Why Does This Distinction Matter for Your Business? Understanding the difference helps you: 1. **Improve Clarity:** Clearly defining processes and their underlying workflows eliminates ambiguity and ensures everyone understands the overall goals and the specific steps needed to achieve them. 2. **Target Improvements:** You can identify whether inefficiencies lie at the overall process level (e.g., a poorly designed sequence of major stages) or within specific workflows (e.g., bottlenecks in an approval sequence). This allows for more targeted optimization efforts. 3. **Select the Right Tools:** Business Process Management (BPM) software often focuses on modeling, analyzing, and managing end-to-end processes. Workflow automation tools, like **Workflow86**, excel at streamlining and automating the specific sequences of tasks within those processes. Knowing the difference helps you choose the right technology for the job.\[ [8](https://www.google.com/url?sa=E&q=https%3A%2F%2Fvertexaisearch.cloud.google.com%2Fgrounding-api-redirect%2FAQXblryClCSUFd-Jxq6XLbw62BwbuZYTnkFG-tav_T-snVAlm_-z11M4FkI7IvTvsvnSDWjLWDv9hA82z3fEfuVmWDXLYnrkkkXIMSFN746CnuOwdrRQmWO-aEOMdNSX_ofe966il-bC2D3lqDvixU9F-Q%3D%3D)\] 4. **Enable Effective Automation:** Automation is most effective when applied to well-defined, repeatable steps. Workflows, by their nature, are prime candidates for automation.\[ [8](https://www.google.com/url?sa=E&q=https%3A%2F%2Fvertexaisearch.cloud.google.com%2Fgrounding-api-redirect%2FAQXblryClCSUFd-Jxq6XLbw62BwbuZYTnkFG-tav_T-snVAlm_-z11M4FkI7IvTvsvnSDWjLWDv9hA82z3fEfuVmWDXLYnrkkkXIMSFN746CnuOwdrRQmWO-aEOMdNSX_ofe966il-bC2D3lqDvixU9F-Q%3D%3D)\]\[ [18](https://www.google.com/url?sa=E&q=https%3A%2F%2Fvertexaisearch.cloud.google.com%2Fgrounding-api-redirect%2FAQXblrwkb0BKhAuIecby-8KI6nngn-cx9dd9ujSXvPe-NKEcrvvbSPQjE8pDCJ_4wYOF7cU037zFFEnOg7vLd_Pu9noLbGIS4O8rObCFlKfukiX_RAfqdyID7pQmL4c-d2X0eCtHuzNfdQaCwOYFAkHicjm7VA0LAA%3D%3D)\] Identifying specific workflows allows you to implement automation strategically to reduce manual effort, minimize errors, and speed up execution within the context of your larger business processes. ## Optimizing Both for Peak Performance Improving business operations involves looking at both levels.\[ [2](https://www.google.com/url?sa=E&q=https%3A%2F%2Fvertexaisearch.cloud.google.com%2Fgrounding-api-redirect%2FAQXblrylY6dHOEwOOovxStxRcWkZdpf9I2sKhm53hTc4DKcPfDc7UzuNFyFX7ySKBhsh_pW1CgZM4KrWyU33yU7IZApsWpuQM9y_5VYv7TK52Lr3wxaLXfBeAvmxtjNQnZvckw__kQ4ArvOF4CgKh1opWzg5LcxA)\]\[ [12](https://www.google.com/url?sa=E&q=https%3A%2F%2Fvertexaisearch.cloud.google.com%2Fgrounding-api-redirect%2FAQXblrwqF_T_Ymi1UgnXRHapJBEoBLM2Pzr4NgbGUkoaQcqFTCEQQ-hfJSXFYWEVgW779FQ51zN2JnMd-8mhDNQRh_frmPM-lGQU9K1ewXm1TgaSuU57kwJgDlIQ4wOVN3UIv1qPBSCiQxGwvB_eTHaNFO0rhlXwvcWzMnURWW49MA%3D%3D)\]\[ [19](https://www.google.com/url?sa=E&q=https%3A%2F%2Fvertexaisearch.cloud.google.com%2Fgrounding-api-redirect%2FAQXblrysjmZ23JRCpSx1eByWgcmeScxiEnn3E411TrZdq_V1IU4_2NdnMk3DYZo0xVMAeakwZgKeYo34D-LMQpfDPfn2-VryD5K2fuqwCDlsMcDmoRKX-w9MmHkpvrRzm5Nc88spuXT_fbre-cFcaIDQEa9sWoVB)\] Process improvement might involve redesigning the overall flow, eliminating unnecessary stages, or changing the strategic approach. Workflow optimization focuses on streamlining the individual steps, removing bottlenecks, clarifying responsibilities, and crucially, leveraging automation.\[ [20](https://www.google.com/url?sa=E&q=https%3A%2F%2Fvertexaisearch.cloud.google.com%2Fgrounding-api-redirect%2FAQXblrzXcP3j-Yn8eY9_zwO6VCe3Zb5gJNjaf926R_k51-wm_CI65DuJ_-rLdfJS7bHu0j6EhxmY4A6jW5GQOFFXFrysn77wnxbw3RCS7uOEHl1GBZpGHUcBqgxB5YDWmb2SNsL6YpX8gVhWFzuzL9Y3bOCEe6v6eUTqJJ6Q4WxyWNCylipqIq4Qgqmvqbje6S8%3D)\] This is where tools dedicated to workflow automation become invaluable. Platforms like **Workflow86** allow you to map out, execute, and monitor your specific workflows. By automating the routing of tasks, approvals, data collection, and system integrations, you transform manual, often error-prone workflows into efficient, reliable, and automated sequences. This directly improves the execution speed and consistency of your larger business processes. ## Wrapping up While often confused, processes and workflows serve different but complementary roles.\[ [3](https://www.google.com/url?sa=E&q=https%3A%2F%2Fvertexaisearch.cloud.google.com%2Fgrounding-api-redirect%2FAQXblrz65hI-Qljjq5YGEMZqeUW7Ghyl1iNgmILmoGGHbUe0kR4N7G4pj3OM56Oh_FfzABfCKpatlKcV2nHQqPVVzC3cIF69uNCsZx9Lhj86xIzPVvnndumieZhZFvRxenSZ9p3IcTI%3D)\]\[ [4](https://www.google.com/url?sa=E&q=https%3A%2F%2Fvertexaisearch.cloud.google.com%2Fgrounding-api-redirect%2FAQXblrzvNIdUnLYoEN4h2WEzsjwzVg_5Yfaf0VbNwZa5tMGT3Cyk3fdpgkCIXihhF23kpSv1wIK5Rdi71LelfE1ryp4Y7r6tet9HUHBQHahLk4o8Auoj_C3ZYRIadvA9S7A%3D)\]\[ [14](https://www.google.com/url?sa=E&q=https%3A%2F%2Fvertexaisearch.cloud.google.com%2Fgrounding-api-redirect%2FAQXblrw1oneIJ3e93IDReqyWNJeTpFQZggwTiwItn3nIIAWaFwjpEFitWLfLA3jt4cBakLnAHNXiIpAqJRoLii5XoZh8xBMmPOfBfpOTDQyG1Ip68Ei7pXz9PAVBBiS1u_uKaJ7kRttQVK2TsJZvscv0p3PeeWlkUeg_Moxgvx0nSkidtz8MmQIa-u9B9KhYbGglm26n_usCnyo%3D)\]\[ [21](https://www.google.com/url?sa=E&q=https%3A%2F%2Fvertexaisearch.cloud.google.com%2Fgrounding-api-redirect%2FAQXblrw0spdI-Jhrxtwb7F5RQ_xwjHD-zvm59bQE1j8cx1sGh7m-XanZvhWLK8UpHgo3eQg27pLSqtRH2w4C687xRVfCiTvPtaCNkdrWd_B3ciMF5Lk3e6qPjNt7yg%3D%3D)\] Processes define the strategic what, outlining the path to achieving major organizational goals.\[ [2](https://www.google.com/url?sa=E&q=https%3A%2F%2Fvertexaisearch.cloud.google.com%2Fgrounding-api-redirect%2FAQXblrylY6dHOEwOOovxStxRcWkZdpf9I2sKhm53hTc4DKcPfDc7UzuNFyFX7ySKBhsh_pW1CgZM4KrWyU33yU7IZApsWpuQM9y_5VYv7TK52Lr3wxaLXfBeAvmxtjNQnZvckw__kQ4ArvOF4CgKh1opWzg5LcxA)\]\[ [10](https://www.google.com/url?sa=E&q=https%3A%2F%2Fvertexaisearch.cloud.google.com%2Fgrounding-api-redirect%2FAQXblrwf1s7q3StoZWPOjHdtWjICH0wCHqZtYDgDpsidV7q_toz48jVqYYItjFvlUViCBTLbesFvvlfgJJuBK43b6-1-oSrbiKlkZZW4RVRvhSzoqSj5YqNtKvP2zmMiG_JGdMZZSWrz5k4n4-tGb8bklS5tgQbnWN3DMjw-ccHyhMf7oQafWck4QQ%3D%3D)\] Workflows dictate the tactical how, detailing the specific, repeatable steps needed to execute tasks along that path.\[ [2](https://www.google.com/url?sa=E&q=https%3A%2F%2Fvertexaisearch.cloud.google.com%2Fgrounding-api-redirect%2FAQXblrylY6dHOEwOOovxStxRcWkZdpf9I2sKhm53hTc4DKcPfDc7UzuNFyFX7ySKBhsh_pW1CgZM4KrWyU33yU7IZApsWpuQM9y_5VYv7TK52Lr3wxaLXfBeAvmxtjNQnZvckw__kQ4ArvOF4CgKh1opWzg5LcxA)\]\[ [8](https://www.google.com/url?sa=E&q=https%3A%2F%2Fvertexaisearch.cloud.google.com%2Fgrounding-api-redirect%2FAQXblryClCSUFd-Jxq6XLbw62BwbuZYTnkFG-tav_T-snVAlm_-z11M4FkI7IvTvsvnSDWjLWDv9hA82z3fEfuVmWDXLYnrkkkXIMSFN746CnuOwdrRQmWO-aEOMdNSX_ofe966il-bC2D3lqDvixU9F-Q%3D%3D)\] Recognizing this distinction empowers you to analyze your operations with greater precision, implement targeted improvements, and leverage the right tools – particularly workflow automation platforms like Workflow86 – to enhance efficiency, reduce costs, and drive better business outcomes. By mastering both your processes and your workflows, you build a foundation for operational excellence. [RPA vs Workflow Automation: Choosing the Right Tool for Your Business Processes ›](https://www.workflow86.com/blog/workflow-automation-vs-rpa) [‹ Effective Client Complaint Management: Turning Challenges into Opportunities](https://www.workflow86.com/blog/effective-client-complaint-management-turning-challenges-into-opportunities) ## Startautomatingnow 14 days free trial No credit card required [Get access](https://form.workflow86.com/form/57c15fd2-87b4-45cc-8700-7a7da8607f09) ## Frequently Asked Questions ##### How does Workflow86 work? ##### Do I need to use the AI? ##### Is Workflow86 AI no-code? ##### What context does the AI use when building or editing a workflow? ##### Does the AI know any secrets or credentials I have stored? ##### Can you help me build a workflow? [iframe](https://edit.framer.com/?framerSiteId=540354b44382fa2e928f8cd7185acd12253a798c0025ffdd4c92de2f4c551fa2&nodeId=ssVD719hr&source=www.workflow86.com&features=%7B%22editorBarDisableFrameAncestorsSecurity%22%3Afalse%2C%22editorBarOnPageEditing%22%3Afalse%7D) ## RPA vs Workflow Automation # RPAvsWorkflowAutomation:ChoosingtheRightToolforYourBusinessProcesses ![](https://framerusercontent.com/images/aEVPQEMewF4E2eFoOX0MPrVyqo.png) In the quest for greater efficiency and productivity, businesses are increasingly turning to automation. Two approaches frequently discussed involve automating individual tasks, often using Robotic Process Automation (RPA), and orchestrating entire processes through Workflow Automation. While both aim to streamline operations, they address different needs and operate at distinct levels. Understanding this distinction is crucial for selecting the right strategy to optimize your business processes. Many confuse these technologies, assuming they are interchangeable. However, distinguishing between them allows you to strategically deploy the right solution – or combination of solutions – for maximum impact. Let's clarify what each approach entails and where it fits best. ## What is Task Automation (like RPA)? Task automation, commonly associated with Robotic Process Automation (RPA), uses software "bots" to mimic human actions when interacting with digital systems. Think of these bots as virtual employees trained to perform specific, repetitive, rule-based tasks. They interact with applications primarily through the user interface (UI), just like a person would – clicking buttons, copying data, pasting information, logging into systems, and filling out forms. ![](https://framerusercontent.com/images/MCL4sQtKgjpcBJXb1L5oKS85tSE.png) This type of automation excels at handling discrete, high-volume, mundane tasks that don't require complex decision-making or human judgment. Common applications include entering data between systems that lack APIs, extracting data from documents or web pages via screen scraping, moving files and folders based on predefined rules, or generating routine reports. The key strength here lies in the ability to automate tasks involving legacy systems or applications that lack modern APIs for integration. Implementation can often be relatively quick for specific tasks because it works on the surface level (UI) without needing deep system changes. However, this reliance on the UI also makes these bots potentially fragile; minor changes to an application's interface can break the automation. Task automation fundamentally focuses on doing specific actions previously performed by humans. ## What is Process Orchestration (Workflow Automation)? Process orchestration, the domain of Workflow Automation, takes a broader view, focusing on managing entire end-to-end business processes. Instead of just automating individual tasks, it designs, executes, and manages the sequence of steps involved in a complete workflow. Such workflows might involve multiple systems, various data sources, and require input or action from human participants. ![](https://framerusercontent.com/images/d7h78QzTNruN7qgHmMkTwiSEcU.png) Workflow automation tools typically use rules-based logic, Application Programming Interfaces (APIs), and system integrations to connect different steps in a process. They manage the flow of information and tasks between people and systems, ensuring work moves smoothly from start to finish. Consider processes like employee onboarding, which involves HR, IT, and hiring managers; customer support ticket routing and resolution; purchase order approvals and processing; or document review and sign-off cycles. These are all prime candidates for process orchestration. Platforms for process orchestration often provide a visual interface for designing processes, defining rules, integrating systems, and incorporating human decision points such as approvals, reviews, or exception handling. They focus on the management and coordination of the entire process, ensuring efficiency, consistency, and visibility across multiple steps and stakeholders. ## Key Differences: Task vs. Process, UI vs. Integration The fundamental difference lies in scope and mechanism. Task automation, like RPA, concentrates on individual, repetitive tasks, whereas process orchestration, or Workflow Automation, manages entire, multi-step processes. Regarding mechanism, task automation primarily uses UI interaction, essentially mimicking human clicks and keystrokes. In contrast, process orchestration predominantly relies on APIs, system integrations, and defined rules for deeper, more robust connections between systems and steps. Human involvement also differs. Task automation often aims to replace manual task execution entirely. Process orchestration, however, frequently incorporates human decision-making, approvals, and exception handling as integral parts of the process flow. This difference in mechanism impacts flexibility and resilience. UI-based task automation can be brittle, potentially breaking if application interfaces change. API-driven process orchestration tends to be more resilient to such surface-level updates, provided the necessary integration points exist. Finally, complexity handling varies. Task automation is best suited for simple, rule-based actions. Process orchestration excels at managing complex workflows involving conditional logic, parallel paths, and multiple dependencies between steps, systems, and people. ## A Framework for Choosing: When to Use Which? To determine the best approach for your automation needs, consider several factors. First, identify what you are automating. Is it a single, repetitive task within a larger process? Task automation might be suitable. Or is it an entire end-to-end process involving multiple steps, systems, or people? Process orchestration is likely the better fit. Next, examine how systems need to connect. If the task involves legacy systems lacking APIs and requires UI interaction, task automation (RPA) might be necessary. However, if systems can be connected via APIs for deeper integration, process orchestration (Workflow Automation) is often the preferred, more robust solution. Consider whether human judgment is required. Does the process need points for review, approval, or complex decision-making? Process orchestration platforms are designed specifically for this. If the task is purely rule-based and repetitive, task automation can handle it effectively. Lastly, clarify your goal. Are you looking to eliminate a specific manual bottleneck quickly? Task automation might offer a tactical win. Or is the objective to fundamentally redesign and streamline an entire business operation for greater efficiency and visibility? Process orchestration provides the strategic framework for such transformation. ## Can These Approaches Work Together? Yes, absolutely. Task automation and process orchestration are often complementary. A workflow automation platform can orchestrate a large process, such as invoice processing. Within that workflow, it could trigger a task automation bot (RPA) to perform a specific action, like extracting data from a PDF invoice received via email. The bot then passes the extracted data back into the main workflow for subsequent steps like approval and payment processing. ## Streamlining Your Processes with the Right Tools Understanding the distinction between task-focused automation and process-centric orchestration is key to making informed decisions. While task automation offers tactical benefits for specific repetitive actions, especially with older systems, process orchestration provides a strategic approach to optimizing entire business operations. Platforms like **Workflow86** specialize in providing powerful, flexible workflow automation capabilities. With a focus on no-code/low-code development, deep integration possibilities via APIs, and the ability to design complex, end-to-end processes involving both automated steps and human interaction, Workflow86 empowers businesses to truly transform how work gets done. By focusing on the entire process, you can achieve greater efficiency, reduce errors, improve visibility, and free up your team for more strategic initiatives. Ultimately, the choice depends on the specific problem you're trying to solve. Analyze your tasks and processes carefully, consider the framework questions, and select the automation approach – or combination of approaches – that best aligns with your business goals. [AI Job Reference Checks: Streamline Hiring - Your Strategic Guide ›](https://www.workflow86.com/blog/ai-job-reference-checks-streamline-hiring-your-strategic-guide) [‹ Workflows vs. Processes: Understanding the Key Differences](https://www.workflow86.com/blog/workflows-vs-processes-understanding-the-key-differences) ## Startautomatingnow 14 days free trial No credit card required [Get access](https://form.workflow86.com/form/57c15fd2-87b4-45cc-8700-7a7da8607f09) ## Frequently Asked Questions ##### How does Workflow86 work? ##### Do I need to use the AI? ##### Is Workflow86 AI no-code? ##### What context does the AI use when building or editing a workflow? ##### Does the AI know any secrets or credentials I have stored? ##### Can you help me build a workflow? [iframe](https://edit.framer.com/?framerSiteId=540354b44382fa2e928f8cd7185acd12253a798c0025ffdd4c92de2f4c551fa2&nodeId=ZZWzWznil&source=www.workflow86.com&features=%7B%22editorBarDisableFrameAncestorsSecurity%22%3Afalse%2C%22editorBarOnPageEditing%22%3Afalse%7D) ## AI Reference Checks Guide # AIJobReferenceChecks:StreamlineHiring-YourStrategicGuide ![](https://framerusercontent.com/images/xYGsFYhNefYnHrL6DqOUuJG1sU.png) The race for top talent is fiercer than ever. Every bottleneck in your hiring process not only delays filling critical roles but also risks losing ideal candidates to faster competitors. Traditionally, reference checking has been a notorious slowdown – a manual, time-consuming process involving phone tag, subjective interpretations, and inconsistent data collection. Enter **AI job reference checks**. Promising speed, efficiency, and data-driven insights, this technology is rapidly gaining attention in the HR tech landscape. But is it a silver bullet for **streamlining reference checks**, or does it introduce new complexities and risks, like **bias in AI recruitment**? For decision-makers aiming to **improve hiring efficiency** and **reduce time-to-hire**, understanding the nuances of **AI in recruitment** is crucial. This guide explores the potential and pitfalls of **automated reference checking** powered by AI, discusses best practices for implementation, and highlights how robust **workflow automation for HR** is essential for leveraging this technology effectively and responsibly. ### What Exactly Are AI Job Reference Checks? Moving beyond simple digital forms, **AI job reference checks** employ artificial intelligence, particularly Natural Language Processing (NLP) and machine learning, to delve deeper into reference feedback. Instead of merely collecting answers, these systems aim to perform more sophisticated analysis. They can analyze the sentiment within written or transcribed feedback, gauging tone and enthusiasm. Furthermore, AI can identify key themes, extracting recurring skills, competencies, or concerns mentioned across multiple references. Some systems even attempt to score or rank feedback based on predefined criteria or comparative data, and sophisticated versions might detect anomalies that could indicate fraudulent responses. The overarching goal is to transform the **candidate verification process** by providing actionable insights more quickly and at scale. ### The Allure: Why Businesses Are Turning to AI for References The appeal of **AI job reference checks** for busy HR departments and hiring managers is undeniable, primarily driven by efficiency gains. Perhaps the most significant benefit is unprecedented speed; AI can process feedback almost instantly, drastically cutting down the days or weeks often spent chasing references, which directly helps **reduce time-to-hire**. This technology also offers scalability, making it feasible to handle reference checks for high-volume recruitment drives where manual processing is untenable. Beyond speed, AI promises consistency by applying the same analysis framework to every reference, potentially minimizing the variability inherent in human interpretation. The potential for data-driven insights is another major draw, as aggregated, analyzed data can reveal patterns about candidate strengths or potential red flags that might be missed in individual reviews. Some platforms even benchmark responses against larger datasets. Finally, there's a potential security advantage, as sophisticated AI might identify patterns indicative of fake references. For organizations drowning in administrative tasks, using **HR automation tools** like AI reference checkers to reclaim time seems incredibly attractive. ### Navigating the Minefield: Risks and Ethical Considerations of AI Reference Checks Despite the benefits, adopting **automated reference checking** requires careful consideration of significant risks and ethical dilemmas. A primary concern is algorithmic bias. Since AI learns from data, biases present in that data related to gender, race, or socioeconomic background can be perpetuated or even amplified. Sentiment analysis, for example, might easily misinterpret cultural nuances in language, contributing to **bias in AI recruitment**. Furthermore, AI often lacks the human ability to grasp nuance and context. It might misinterpret sarcasm, subtle warnings, or overly enthusiastic but unsubstantiated praise, unlike a human who can ask follow-up questions. Data privacy and security are also paramount; collecting and processing personal data via AI tools raises significant concerns under regulations like GDPR and CCPA. Ensuring secure data handling and obtaining proper consent is vital for **compliance in hiring**. Questions also arise about accuracy and validation. Over-reliance on AI scores without human review can lead to poor hiring decisions, yet the "black box" nature of some algorithms makes auditing difficult. Lastly, excessive automation risks dehumanizing the process, potentially impacting the candor of references and making candidates feel judged solely by machines. Ignoring these risks invites not just bad hires, but also legal challenges and reputational damage. ### Best Practices for Implementing AI Reference Checks Responsibly If you're considering **automated reference checking** with AI, a strategic, cautious approach is essential. A fundamental principle is maintaining a "human-in-the-loop." Never rely solely on AI; use its insights as one data point alongside trained human judgment, especially for reviewing flagged reports or ambiguous results. Transparency is also key – clearly inform candidates and referees how their data is being used and analyzed by AI, outlining your data privacy policies. Thorough vendor due diligence is critical when selecting **reference checking software**. Ask pointed questions about their algorithms, data sources, bias mitigation strategies, security protocols, and compliance certifications. When configuring the tools, prioritize focusing on specific, job-relevant competencies rather than broad sentiment analysis, which is more susceptible to bias. Before a full rollout, implement a pilot program. Compare AI results against traditional methods for the same candidates to validate accuracy and identify potential issues. Critically, ensure the AI tool integrates seamlessly with your Applicant Tracking System (ATS), HRIS, and overall hiring workflow to avoid creating another data silo. Finally, and perhaps most importantly, prioritize robust workflow management. The AI tool is just one component; the entire process—from consent to final review—needs efficient orchestration. ### Beyond the AI Tool: Optimizing the Entire Reference Check Workflow with Automation This last point cannot be overstated. Even the most advanced **AI job reference check** tool will underperform if embedded within a fragmented or manual process. This is where powerful **workflow automation** platforms like Workflow86 become indispensable, orchestrating the entire ecosystem surrounding the AI analysis. Workflow86 excels at connecting disparate systems. Imagine automatically triggering the AI reference check when a candidate hits the right stage in your ATS, then seamlessly piping the results back into the candidate record or routing them for review. It can integrate not just with the AI tool, but also with identity verification services or background check providers. For **compliance in hiring**, Workflow86 allows you to build automated checks and balances, such as ensuring digital consent capture before initiating checks and automatically logging every step for clear audit trails. The platform enables intelligent task routing, automatically sending reports to the correct stakeholder based on AI flags or predefined internal rules. Automated, personalized communications to candidates and referees reduce manual follow-up, helping to **streamline reference checks**. Complex conditional logic can be implemented without code – for instance, triggering enhanced due diligence only if certain flags are raised or based on role seniority. All this activity can be monitored through a centralized dashboard, providing real-time visibility into the process and highlighting bottlenecks. [Your Comprehensive Guide on How to Create Effective Workflows ›](https://www.workflow86.com/blog/your-comprehensive-guide-on-how-to-create-effective-workflows) [‹ RPA vs Workflow Automation: Choosing the Right Tool for Your Business Processes](https://www.workflow86.com/blog/workflow-automation-vs-rpa) ## Startautomatingnow 14 days free trial No credit card required [Get access](https://form.workflow86.com/form/57c15fd2-87b4-45cc-8700-7a7da8607f09) ## Frequently Asked Questions ##### How does Workflow86 work? ##### Do I need to use the AI? ##### Is Workflow86 AI no-code? ##### What context does the AI use when building or editing a workflow? ##### Does the AI know any secrets or credentials I have stored? ##### Can you help me build a workflow? ## Creating Effective Workflows # YourComprehensiveGuideonHowtoCreateEffectiveWorkflows ![](https://framerusercontent.com/images/SkCr4E51pVVsUhyDmA7wX4uZZb0.png) In today's fast-paced business environment, the costs of inefficiency are numerous and significant. Disorganized processes, missed steps, and unclear responsibilities can lead to wasted time, frustrated teams, and ultimately, stalled growth. The solution? Well-defined workflows. Understanding how to create workflows isn't just an administrative task; it's a strategic imperative for any organization aiming for consistency, efficiency, and scalability. This guide will walk you through the essential steps to design and implement workflows that streamline your operations and drive real results. ## What Exactly is a Workflow? Before diving into the "how," let's clarify the "what." Simply put, a workflow is a sequence of tasks, steps, or actions that need to be completed in a specific order to achieve a repeatable business outcome. Think of it as a roadmap for a particular process, clearly outlining who does what, when, and how, from start to finish. Whether it's onboarding a new employee, processing a customer order, approving an invoice, or managing a marketing campaign, workflows provide the structure needed for smooth execution. ## Why Invest Time in Creating Workflows? If you have ever performed a sequence of tasks over and over again, here are some of the benefits of converting that into a workflow: - **Increased Efficiency:** By standardizing processes, you eliminate guesswork and reduce the time spent figuring out the next step. - **Reduced Errors:** Clear instructions and defined responsibilities minimize mistakes and ensure consistency in output quality. - **Improved Collaboration:** Workflows clarify roles and handoffs, making it easier for team members to work together seamlessly. - **Enhanced Training & Onboarding:** Documented workflows serve as excellent training materials for new hires, getting them up to speed faster. - **Greater Visibility & Accountability:** It becomes easier to track progress, identify bottlenecks, and understand who is responsible for each stage. - **Scalability:** Standardized processes are much easier to scale as your business grows. ## How to Create a Workflow: A Step-by-Step Approach Creating an effective workflow involves more than just jotting down a few steps. It requires thoughtful analysis and planning. Here’s a practical process: 1. **Identify and Define the Process:** Start by selecting a specific process you want to map. Choose one that is critical, frequently performed, or currently causing problems. Clearly define its purpose and scope. What business goal does this process achieve? Example: Processing customer refund requests. 2. **Determine the Start and End Points:** Every workflow needs a clear beginning and end. What triggers the start of the process (e.g., customer submits a refund form)? What signifies its completion (e.g., refund processed and customer notified)? 3. **List All Necessary Tasks:** Brainstorm every single task involved in moving from the start point to the end point. Don't worry about order or perfection at this stage; just capture everything. Include approvals, data entry, communication, checks, etc. Example tasks for refund: Receive form, verify purchase, check eligibility, approve/reject request, update CRM, process payment, notify customer. 4. **Sequence the Tasks and Identify Dependencies:** Now, arrange the tasks in the logical order they need to occur. Identify any dependencies – tasks that cannot start until a previous one is completed. This sequential flow is the backbone of your workflow. 5. **Assign Roles and Responsibilities:** For each task, determine who is responsible for executing it. This could be a specific individual, a role (e.g., "Support Agent," "Finance Manager"), or even a system (if automated). Clarity here prevents confusion and ensures accountability. 6. **Identify Decision Points and Exceptions:** Processes rarely follow a single straight line. What decisions need to be made along the way (e.g., Is the refund request valid?)? What happens if something goes wrong or an exception occurs (e.g., insufficient information provided)? Map out these branches and alternative paths. Use "if/then" logic. 7. **Visualize and Document the Workflow:** Represent the workflow visually. Flowcharts are a popular and effective method, using standard symbols for tasks, decisions, start/end points, etc. Alternatively, a detailed numbered list can work for simpler processes. The key is clarity and accessibility. Tools like Miro, Lucidchart, or even simple diagramming software can help here. Document any specific instructions, required resources, or SLAs (Service Level Agreements) for each step. 8. **Test and Refine:** Before fully implementing, test the workflow. Walk through it with the people involved. Does it make sense? Are there missing steps? Are there bottlenecks? Gather feedback and make necessary adjustments. Iteration is crucial for creating a truly effective workflow. 9. **Implement, Monitor, and Improve:** Roll out the documented workflow to the relevant team. Ensure everyone understands their role. Crucially, monitor its performance. Is it faster? Are errors reduced? Use metrics to track effectiveness and identify areas for further optimization over time. Workflows should be living documents, updated as processes evolve. ### Tips for Success: - **Keep it Simple (Initially):** Don't try to overcomplicate things from the start. Focus on the core path first, then add complexity if needed. - **Involve Stakeholders:** Talk to the people who actually perform the tasks. Their insights are invaluable for creating a practical and realistic workflow. - **Focus on Clarity:** Use clear, unambiguous language. Ensure visuals are easy to understand. - **Consider Automation:** As you map your workflow, constantly ask: "Can any part of this be automated?" Manual steps are prone to delays and errors. ## Taking Your Workflows to the Next Level with AI-powered Automation Documenting workflows is a vital first step, but the real power comes when you can automate them. Manually tracking tasks, sending reminders, and moving information between systems can still be time-consuming. This is where dedicated workflow automation platforms shine. Tools like **Workflow86** allow you to take your carefully designed workflow maps and bring them to life digitally. Instead of just having a diagram, you can build an automated process that: - Assigns tasks automatically based on predefined rules. - Moves data seamlessly between different applications (like your CRM, email, and finance software) via integrations. - Handles complex decision logic and conditional branching without manual intervention. - Provides real-time visibility into process status. - Requires no coding knowledge, making powerful automation accessible to business users. By leveraging such tools, you transform your static workflow diagrams into dynamic, efficient, and error-resistant automated processes, freeing up your team to focus on higher-value activities. Learning how to create workflows is a fundamental skill for improving business operations. By systematically identifying, mapping, refining, and documenting your processes, you lay the foundation for greater efficiency, consistency, and control. While manual documentation is essential, consider the significant advantages of using workflow automation tools like Workflow86 to execute, manage, and optimize these processes digitally. Start small, involve your team, focus on clarity, and embrace the power of structured processes to unlock your organization's true potential. [Easily Add Human-in-the-Loop Steps to Zapier with Workflow86 ›](https://www.workflow86.com/blog/easily-add-human-in-the-loop-steps-to-zapier-with-workflow86) [‹ AI Job Reference Checks: Streamline Hiring - Your Strategic Guide](https://www.workflow86.com/blog/ai-job-reference-checks-streamline-hiring-your-strategic-guide) ## Startautomatingnow 14 days free trial No credit card required [Get access](https://form.workflow86.com/form/57c15fd2-87b4-45cc-8700-7a7da8607f09) ## Frequently Asked Questions ##### How does Workflow86 work? ##### Do I need to use the AI? ##### Is Workflow86 AI no-code? ##### What context does the AI use when building or editing a workflow? ##### Does the AI know any secrets or credentials I have stored? ##### Can you help me build a workflow? ## Human-in-the-Loop for Zapier # EasilyAddHuman-in-the-LoopStepstoZapierwithWorkflow86 ![](https://framerusercontent.com/images/SsUMGURZ5lQDAQ8AL0ehd6iFzxA.png) Zapier is a powerhouse for automating tasks between web applications. It's simple "trigger-action" model lets you connect apps and create automated workflows (Zaps) without writing code. But what happens when your automation needs a human touch? Pure automation isn't always enough. Sometimes you need human judgment, approval, or data enrichment – a "human in the loop." While Zapier excels at connecting apps, adding sophisticated human-in-the-loop (HITL) steps directly within a Zap can be challenging or limited. This is where Workflow86 steps in, offering a seamless way to integrate crucial human decision points right into your Zapier automations using our powerful Assign Task component. ## Why Do You Need Human-in-the-Loop in Your Zapier Workflows? Automation is fantastic for repetitive, rule-based tasks. However, many real-world business processes require: 1. Approvals: Managers approving expense reports, editors approving content drafts, team leads approving access requests. 2. Data Enrichment: Adding specific notes to a CRM record, categorizing customer feedback, researching missing information. 3. Quality Control: Reviewing AI-generated content, verifying data accuracy before it's sent to another system. 4. Complex Decision Making: Handling edge cases or situations that fall outside standard automated rules. 5. Personalized Actions: Crafting a custom response to a high-priority customer inquiry. Trying to force these scenarios into a purely automated Zap can lead to clunky workarounds (like delays and email filters) or simply isn't feasible. You need a dedicated way to pause the automation, assign a task to a specific person or team, collect their input, and then resume the process. ## The Challenge: Native Zapier Human Steps Zapier offers some basic ways to involve humans, such as: 1. Delay by Zapier: Pausing a Zap for a set time. 2. Digest by Zapier: Collecting items over time and releasing them in a batch. 3. Email/Slack Notifications: Sending a message asking someone to take manual action outside of Zapier. These methods often lack a dedicated interface for the human task, make tracking difficult, and don't elegantly integrate the human input back into the automated flow. They create friction and require users to juggle multiple tools or manual checklists. ## The Solution: Workflow86's "Assign Task" Integrated with Zapier Workflow86 is a robust business process automation and workflow management platform designed to handle complex scenarios, including those requiring human intervention. Our Zapier integration allows you to trigger a Workflow86 process directly from your Zap. Inside Workflow86, the Assign Task component is specifically designed for human-in-the-loop steps. Here's how it bridges the gap: **Trigger from Zapier:** Start your automation in Zapier as usual (e.g., "New Form Submission," "New Email," "New Deal in CRM"). **Send to Workflow86:** Add a Zapier action step to "Start Workflow" in Workflow86, passing along any necessary data from your trigger app. ![](https://framerusercontent.com/images/vOF7nDX4lV60w2pIUeQNruDc.png) **Assign Task in Workflow86:** Within your Workflow86 workflow, use the **Assign Task** component. You can: - Dynamically assign the task to specific users or teams based on data from Zapier. - Create custom forms for reviewers to fill out. - Provide clear instructions and context. - Set deadlines and reminders. ![](https://framerusercontent.com/images/CUJ5Nr93noD1UR87taVYgRHaA.png) **Human Completes Task:** The assigned person receives a notification and completes the task within the clean Workflow86 interface. ![](https://framerusercontent.com/images/Z98ZaNtkbkckuBa3mm1KTUX7fq0.png) **Resume Automation:** Once the task is completed in Workflow86, the workflow automatically proceeds. This can include: - Updating records in other applications. - Sending notifications. - Triggering another Zap to continue the process in the Zapier ecosystem based on the human's input. ![](https://framerusercontent.com/images/om2q3J3KqvSc3r8doheCon7XMMA.png) ## How to Add a Human Approval Step to Zapier (Example) Let's say you want a manager to approve new leads worth over $1000 captured via a web form before they're added to your high-value CRM pipeline. 1. **Zap Trigger:** "New Form Submission" (e.g., Typeform, Gravity Forms). 2. **Zap Filter (Optional):** Only continue if "Lead Value > $1000". 3. **Zap Action: Workflow86 - Start Workflow:** - Select your pre-built "Lead Approval" workflow in Workflow86. - Map data fields: Pass the Lead Name, Email, Value, and Form Details to Workflow86. 4. **Workflow86 Workflow ("Lead Approval"):** - **Receive Data:** Input node receives lead details from Zapier. - **Assign Task:** - Assign To: `[Manager's Email]` (or dynamically look it up). - Task Form: Include fields for "Approve/Reject," "Reasoning." Display lead details received from Zapier. - Instructions: "Please review this high-value lead and approve or reject." - **Decision Node:** Based on the "Approve/Reject" outcome from the Assign Task step: - **If Approved:** Proceed to an action like "Trigger a Zap" (e.g., a Zap that adds the lead to the high-value CRM pipeline) or use a native Workflow86 integration. - **If Rejected:** Proceed to an action like "Send Notification" (e.g., inform the marketing team via Slack). 5. **(Optional) Zap Triggered by Workflow86:** A separate Zap can be triggered by Workflow86 (using a Webhook or a dedicated Workflow86 trigger if available) once the approval task is completed, allowing you to perform actions in apps connected to Zapier. ![](https://framerusercontent.com/images/iDUScQwkBSNUpT9Xg9RqRjb4.png) ## Stop Juggling Manual Tasks – Integrate Them! Don't let the need for human oversight break your automations. By combining the app connectivity of Zapier with the robust process management and human task capabilities of Workflow86, you can build truly end-to-end workflows that handle real-world complexity. Ready to add powerful human-in-the-loop steps to your Zaps? Get started by creating a free Workflow86 account today. [How to collect feature requests from users ›](https://www.workflow86.com/blog/collecting-feature-requests-from-your-users) [‹ Your Comprehensive Guide on How to Create Effective Workflows](https://www.workflow86.com/blog/your-comprehensive-guide-on-how-to-create-effective-workflows) ## Startautomatingnow 14 days free trial No credit card required [Get access](https://form.workflow86.com/form/57c15fd2-87b4-45cc-8700-7a7da8607f09) ## Frequently Asked Questions ##### How does Workflow86 work? ##### Do I need to use the AI? ##### Is Workflow86 AI no-code? ##### What context does the AI use when building or editing a workflow? ##### Does the AI know any secrets or credentials I have stored? ##### Can you help me build a workflow? [iframe](https://edit.framer.com/?framerSiteId=540354b44382fa2e928f8cd7185acd12253a798c0025ffdd4c92de2f4c551fa2&nodeId=lCK8F6iFF&source=www.workflow86.com&features=%7B%22editorBarDisableFrameAncestorsSecurity%22%3Afalse%2C%22editorBarOnPageEditing%22%3Afalse%7D) ## Collecting Feature Requests # Howtocollectfeaturerequestsfromusers ![](https://framerusercontent.com/images/OdMvwUw7AYfcfbkV8CtMtGsXAEI.png) Collecting feature requests provides a valuable source of ideas and feedback from the people who matter the most – your users and customers. A feature request workflow becomes a pipeline of information that helps you build winning products and create delightful experiences for your users. ## Feature requests – a goldmine of ideas and feedback A feature request is essentially an idea submitted by your users for a new feature or functionality they would like or need to improve their experience with your product. While most commonly found in technology and software businesses, feature requests can be useful for pretty much any business – they provide a way for your users or customers to literally tell you what they want. Feature requests also allow users to feel like an active participant in the product, providing them with a sense of ownership over the product that helps further cement user loyalty. So, if you don’t have a process for collecting and managing feature requests, you could be missing out on a goldmine of user feedback, ideas and experiences that underpin a winning product. The good news is a feature request process is easy to set up and run, and now even easier with our feature request workflow template. [Download the template here](https://app.workflow86.com/template/d54d5882-c9da-4adb-8266-ee5c0c4f91f4) This is a pretty simple workflow: there is a form which acts as an online portal where you can display your current roadmap, as well as allow users to submit feature requests. When a feature request is submitted, two things will happen. Firstly, it will record that feature request as a new record using the built-in database in Workflow86 and it will also send a Slack message notifying the team of the new feature request: ![](https://framerusercontent.com/images/R9XZ96x1Y4ahdms3DQbrEM0SWA.png) So, there you have it – a simple and easy to set up feature request workflow you can use to keep users posted on your feature roadmap, as well as capture feature requests. There is also lots of room for further extension using other components such as the API Export component to make a POST request to your ticketing system. ## How to prioritize feature requests Of course, how you handle feature requests is also important and not all user feature requests should be implemented or implemented right now. Prioritization is key to ensure that you are hitting the right feature requests that will deliver the most value for the most users. Here are our tips for how to handle feature requests. ## Dig into the problem Sometimes users will suggest features or make requests which might not be the best solution to the problem they are facing. At the end of the day, users are responsible for identifying problems and issues and you are responsible for creating the solutions. So, we always take time to dig deeper into what is the underlying problem behind a feature request. For example, a user might suggest a feature such as “I want to export all my data to Excel,” but upon further exploration, we might discover that the real underlying problem is the user’s need to create custom reports or visualize data in ways our current interface doesn't easily allow. By understanding this deeper need, we can design a more intuitive reporting tool or dashboard within our product, ultimately providing a more effective and user-friendly solution. ## Prioritize based on urgency and impact Prioritization is key when handling feature requests – proper selection of _what_ features to work on and _when_ to work on them. One of the frameworks we find super helpful is the urgency vs importance matrix. This matrix looks at any feature according to two variables: its importance and its urgency. Importance is a measure of impact. How much impact and value would this feature create, and for how many users? A feature that is low impact only delivers small improvements to the user experience. A high importance feature is one which delivers a massive improvement or capability that would unlock or add value to many users. Importance should also be considered relative to your key metrics. For example, if your key metric is to improve user retention, a feature that improves user retention is more important than one that does not. Urgency is a measure of timing. it answers the question of _when_ to do something. Inevitably, you will accumulate a list of really good features and ideas, but you can only handle so many at any given time. Urgency helps determine what you should be working on right now, and what can wait for later down the roadmap. Using this matrix, features which are important and urgent are prioritized first. As the matrix below suggests, important and urgent means we should be working on these right now. Features that are important but not urgent are being planned out and technical requirements researched and set – these will be the features we will be working on next. Features which are not important but urgent (which might include as minor fixes or non-urgent technical debt) are usually delegated to a later sprint, or to anyone in the team with spare capacity. Finally, features which are not important and not urgent are be eliminated entirely from our roadmap. [How to build product waitlist signup flows with AI ›](https://www.workflow86.com/blog/build-powerful-signup-flows-in-minutes) [‹ Easily Add Human-in-the-Loop Steps to Zapier with Workflow86](https://www.workflow86.com/blog/easily-add-human-in-the-loop-steps-to-zapier-with-workflow86) ## Startautomatingnow 14 days free trial No credit card required [Get access](https://form.workflow86.com/form/57c15fd2-87b4-45cc-8700-7a7da8607f09) ## Frequently Asked Questions ##### How does Workflow86 work? ##### Do I need to use the AI? ##### Is Workflow86 AI no-code? ##### What context does the AI use when building or editing a workflow? ##### Does the AI know any secrets or credentials I have stored? ##### Can you help me build a workflow? [iframe](https://edit.framer.com/?framerSiteId=540354b44382fa2e928f8cd7185acd12253a798c0025ffdd4c92de2f4c551fa2&nodeId=Gw7865ehQ&source=www.workflow86.com&features=%7B%22editorBarDisableFrameAncestorsSecurity%22%3Afalse%2C%22editorBarOnPageEditing%22%3Afalse%7D) ## Automate Signup Flows # HowtobuildproductwaitlistsignupflowswithAI ![](https://framerusercontent.com/images/GgvKvSWCcQauX5WDIGIx9hEjGNw.png) Almost every business will require a signup flow at some stage, whether you are collecting signups for a service or product, or user details for your apps. Workflow86 allows you to build powerful signup flows with absolute control over every step. In fact, we built our own waitlist signup flow for Workflow86…inside of Workflow86. A signup flow is a workflow designed to capture details about a person who is expressing interest in a service or product. For example, you might want a signup form for a service your business is offering or allow people to sign up as users for your website, or to register for an event you are holding and so on. Workflow86 provides an easy way to build whatever signup flow you require in just a few minutes. You can create very basic signup flows that simply captures user data and emails or stores that data for reference, to more complex signup flows that trigger multiple actions such as exporting the data to other apps (such as a CRM), manual approval steps, custom documents and more. Manually managing signups via spreadsheets and individual emails is prone to errors and quickly becomes overwhelming. By leveraging Workflow86's components, you can create a robust, automated system in just a few steps. ## Why Automate Your Waitlist Signup? Before we dive in, let's quickly recap the benefits: 1. **Efficiency:** Frees up your team from manual data entry and email sending. 2. **Consistency:** Ensures every signup receives the same timely confirmation and information. 3. **Scalability:** Handles any volume of signups without extra effort. 4. **Improved User Experience:** Provides instant acknowledgment and keeps users informed, enhancing satisfaction. 5. **Data Accuracy:** Reduces errors associated with manual handling. 6. **Lead Nurturing:** Creates a warm list of leads you can engage with leading up to launch.\[ [1](https://www.google.com/url?sa=E&q=https%3A%2F%2Fvertexaisearch.cloud.google.com%2Fgrounding-api-redirect%2FAQXblrzZI37oz4VJUhdotGWjPA2yvUcaMFqdYEAoMSgiz8mo_sb9v4TXcNODqdRafOV2IMTGr4VMAMIqhCJpSVqhQeiDfMS9RpS3zGw6fhz9kEZ4AF3s__k1A0-6lI0FBkz-gHKZm3jQlY2TBGz6)\] ## Building Your Workflow86 Waitlist Signup: Step-by-Step Here’s how to construct your automated waitlist workflow ### Step 1: Set Up the Workflow Trigger - **Create a New Workflow:** Go to the Workflows section in Workflow86 and start a new workflow. Give it a descriptive name like "User Waitlist Signup." - **Select the Trigger:** The first node in your workflow is the trigger. Choose the "Form" trigger. - **Connect Your Form:** Configure the trigger by selecting the specific waitlist form you created in Step 1 from the dropdown menu. This tells the workflow to start whenever that specific form is submitted. ### Step 2: Create Your Signup Form - **Using Workflow86 Forms:** Navigate to the Forms section within Workflow86. Create a new form. - **Essential Fields:** Add the fields you need. At a minimum, include: - Email Address (Use the 'Email Address' field type for validation). - Name (Use 'Short Text' field type). - **Optional Fields:** Consider adding fields like 'Company Name', 'Role', or a 'How did you hear about us?' dropdown for better segmentation later. - **Customize:** Add your logo, customize the confirmation message shown after submission (e.g., "Thanks for joining! We'll email you shortly."), and adjust styling as needed. - **Save and Get Link/Embed Code:** Once done, save your form. Workflow86 will provide a shareable link or embed code for your website. ![](https://framerusercontent.com/images/zfRGQKvciHr37mzs87oOchLshS0.png) ### Step 3: Store the Signup Data - **Add a Table Action:** You need a place to keep track of everyone who signs up. Drag and drop the "Add Row to Table" action onto your workflow canvas, connecting it after the trigger node. - **Create or Select a Table:** - If you don't have one already, create a new built-in Workflow86 Table named something like "Waitlist Signups." - Define columns in your table that correspond to your form fields (e.g., 'Email', 'Name', 'Signup Date'). Workflow86's built-in tables are designed to work seamlessly with workflows, offering a great alternative to spreadsheets. - **Map Form Data to Table Columns:** Configure the "Add Row to Table" action. For each column in your table, use the placeholder selector to map the corresponding data from the submitted form. For example, map the Email Address form field output to the 'Email' table column, Name to the 'Name' column and so on. ![](https://framerusercontent.com/images/JVjZADHeF1CtybADNiH7hkwdoMs.png) ### Step 4: Send a Confirmation Email - **Add an Email Action:** Drag the "Email" component onto the canvas, connecting it after the "Add Row to Table" action. - **Configure the Email:** - **To:** Use the placeholder selector to insert the Email Address collected from the form submission trigger. - **From Address:** By default, it uses noreply@workflow86mail.com. For a more professional touch (available on paid plans), you can configure Workflow86 to send via your own email service (SMTP) through the Credential Store.\[ [5](https://www.google.com/url?sa=E&q=https%3A%2F%2Fvertexaisearch.cloud.google.com%2Fgrounding-api-redirect%2FAQXblrxC1mAzKzXp_j3qZ1G6C0eCDd2451wzkmi_vXMh9LxwU1nuC43iCcTU7oDlmaewhbdzY5ntjEfRRU7tCl5ot-4M0QTsACwWgSuZryML06df5tiUpzRt5yKVGCFFSA6mmCUpzj_qt5iC)\] - **Subject Line:** Write a clear subject, e.g., "You're on the Waitlist for \[Your Product Name\]!" You can personalize this using the Name placeholder if desired. - **Message Body:** Craft a welcoming message using the rich text editor. Confirm their spot on the waitlist, briefly reiterate the value proposition, and manage expectations about next steps or timing. Use placeholders to personalize the greeting. - **Save:** Configure and save the email template. ![](https://framerusercontent.com/images/FZwA224LjAR7lqmva7joapvjNo.png) ### Step 5 (Optional): Internal Notifications or CRM Integration - **Notify Your Team:** If you want your team to know about new signups, add a notification action after the confirmation email. This could be: - **Send Email:** Configure another email action to send a notification to an internal address (e.g., sales@yourcompany.com). - **Slack/Teams Message:** If you've integrated Slack or Teams, use the respective component to post a message to a specific channel. - **Add to CRM:** If you use a CRM and have set up the integration in Workflow86, add an action like "Create Contact" or "Add Lead," mapping the form data (Email, Name, etc.) to the relevant CRM fields. ![](https://framerusercontent.com/images/mvhQxE8S30c99DmCNIcT8rDjgH4.png) ### Step 6: Activate and Test Your Workflow - **Review:** Double-check the connections between your nodes and the configuration of each step. - **Activate:** Turn your workflow on. - **Test:** Fill out your signup form yourself using a test email address. Verify that: - You see the form's success message. - A new row appears in your Workflow86 Waitlist Signups table with the correct data. - You receive the confirmation email, and it looks correct (check personalization). - (If configured) Your internal notification arrives, or the contact appears in your CRM. ![](https://framerusercontent.com/images/ZVXRNaX0gDaPDcYqpXHOdbQDZA.png) ## Beyond the Basics Once your basic waitlist workflow is running smoothly, consider enhancements: - **Segmentation:** Use data collected (like answers to "Role" or "Interest") to branch the workflow and add users to different lists or tag them for targeted future communication. - **Nurture Sequence:** Add follow-up emails using delay nodes and further email actions to keep your waitlist engaged with updates, sneak peeks, or valuable content. - **Analytics:** Monitor the number of signups in your Workflow86 table to gauge interest and plan your launch capacity. ### Example: Use AI to perform web search One example from our own workflow is using an AI Assistant component set to a web search model (Perplexity sonar-pro) to return information about the user who signed up using the information they entered into the form. ![](https://framerusercontent.com/images/J7j89dWbxKlkK14ofDKv46ymAk.png) By using Workflow86's intuitive drag-and-drop interface and powerful components like Forms, Tables, and Email, you can quickly build an effective, automated user waitlist system. This not only saves valuable time but also ensures a professional and engaging experience for your future customers from their very first interaction. Ready to stop managing waitlists manually? **Get started with Workflow86 today** and automate your signup process effortlessly! [4 reasons why workflow automation won’t take your job ›](https://www.workflow86.com/blog/4-reasons-why-workflow-automation-wont-take-your-job) [‹ How to collect feature requests from users](https://www.workflow86.com/blog/collecting-feature-requests-from-your-users) ## Startautomatingnow 14 days free trial No credit card required [Get access](https://form.workflow86.com/form/57c15fd2-87b4-45cc-8700-7a7da8607f09) ## Frequently Asked Questions ##### How does Workflow86 work? ##### Do I need to use the AI? ##### Is Workflow86 AI no-code? ##### What context does the AI use when building or editing a workflow? ##### Does the AI know any secrets or credentials I have stored? ##### Can you help me build a workflow? [iframe](https://edit.framer.com/?framerSiteId=540354b44382fa2e928f8cd7185acd12253a798c0025ffdd4c92de2f4c551fa2&nodeId=KCzPTqvyp&source=www.workflow86.com&features=%7B%22editorBarDisableFrameAncestorsSecurity%22%3Afalse%2C%22editorBarOnPageEditing%22%3Afalse%7D) ## Automation and Job Security # 4reasonswhyworkflowautomationwon’ttakeyourjob ![](https://framerusercontent.com/images/WsxrtIa2rguqERaCLHHB2AWHWc.png) A lot has been written about how automation will increasingly threaten the work done by professionals and other knowledge workers, in the same way that it has replaced manufacturing workers on the assembly line. So is spread of automation software a threat to your job? We are strong believers in the potential for automation to increasingly perform more and more complex tasks, but the reality is that many workflows will always require a blend of automated tasks performed by software, and decisions and controls which can only be done by a human. This blend of automated and manual tasks requiring human interaction or intervention is often referred to as Human in the Loop (HITL). HITL means that a human can change or control the outcome of a workflow or part of that workflow. Here are our four reasons why HITL is required in a workflow. ## Reason 1: Compliance requirements A human needs to be involved because it is required under internal policies and procedures, or under regulatory and legal requirements. In this case, sometimes the action or task could in theory be automated, but compliance requires that is performed manually. Often this is so responsibility for that action can be attached to someone or because only a certain person has authority to actually do something e.g. approve spending decisions. ## Reason 2: Uncertainty in decision making A human needs to perform a task because it involves decisions or actions with a high degree of uncertainty or requires consideration of information that is not available or assessable by software. While the ability for software to assess and then act on situations where there are no pre-programmed responses or answers has evolved with the application of machine learning and AI, this only works for some use cases and where there is enough data to train the software to handle uncertainty in the right way. Many workflows and processes will also involve subjective or qualitative assessments, or decisions which require consideration of intangible factors that only a human can perform. This is particularly true when those factors relate to or involve other people e.g. how will another person perceive or feel about this decision. For example, a workflow may have a step where it provides a range of risk factors which then needs to be assessed and weighing those factors and ultimately assessing the level of risk and whether it is acceptable might only be possible via human judgment. ## Reason 3: Controlling the flow/pace of the workflow A human needs to perform a task because if the process were fully automated, it could run out of control i.e. the workflow could “overflow”. Where workflows interact with systems or tasks which have a finite capacity, a HITL step can act as a gate to control the flow of data or tasks in a workflow, ensuring that those systems (or people) do not get overwhelmed with hundreds or thousands of tasks coming in at once. Overflow controls can be automated (for example, by setting rules like “only allow 60 requests per minute”). However, human judgment might be required as part of the assessment of how much to let through the workflow and when. Read more about how we use HITL for overflow control in our early sign up workflow below. ## Reason 4: Only a human can actually do it A human needs to perform a task because only a human can actually do it. There are workflows where you quite literally need someone to get up and do something because that task cannot be automated or connected to the workflow. For example, if a workflow interacts with paper-based systems, there may be a step in the workflow where someone needs to actually print and then physically file something somewhere. Many organizations still rely on systems and processes which can’t be completed by the press of a button. In these cases, automation software tends to play an orchestration role rather than an automation role, working to ensure that the right person is notified of what they need to do, and providing them with the information to do that task.So long as one of these reasons or factors are present in the job or workflows you do, you can rest assured that workflow automation will not be replacing you any time soon. Instead, the more likely case is that software will help you do your job faster and more effectively, leveraging its strengths to ensure you have the right information, the right tasks, at the right time, to make the right decision. > “…the reality is that many workflows will always require a blend of automated tasks performed by software, and decisions and controls which can only be done by a human…” ## How Workflow86 keeps humans in the loop Workflow86 handles human-in-the-loop functionality with its sequential form component. When a workflow reaches a sequential form component, it generates a unique “ticket” that is then emailed to someone to complete and submit. This ticket can be as simple as a link with a button to click, or it can be an entire form which the user needs to fill out and complete before submitted. Once it has been submitted, the workflow will then continue on. [How to merge and converge in Make.com/Integromat ›](https://www.workflow86.com/blog/merge-and-converge-workflows) [‹ How to build product waitlist signup flows with AI](https://www.workflow86.com/blog/build-powerful-signup-flows-in-minutes) ## Startautomatingnow 14 days free trial No credit card required [Get access](https://form.workflow86.com/form/57c15fd2-87b4-45cc-8700-7a7da8607f09) ## Frequently Asked Questions ##### How does Workflow86 work? ##### Do I need to use the AI? ##### Is Workflow86 AI no-code? ##### What context does the AI use when building or editing a workflow? ##### Does the AI know any secrets or credentials I have stored? ##### Can you help me build a workflow? [iframe](https://edit.framer.com/?framerSiteId=540354b44382fa2e928f8cd7185acd12253a798c0025ffdd4c92de2f4c551fa2&nodeId=N3N57lzvB&source=www.workflow86.com&features=%7B%22editorBarDisableFrameAncestorsSecurity%22%3Afalse%2C%22editorBarOnPageEditing%22%3Afalse%7D) ## Merge Workflows Guide # HowtomergeandconvergeinMake.com/Integromat ![](https://framerusercontent.com/images/AcaJGSbkI81XG60IIfhSOaJfxRA.png) The ability to merge multiple paths of a workflow back together is a popular feature request in many workflow automation platforms. The bad news is a lot of platforms still do not offer this functionality. The good news is that you can merge and converge in Workflow86. In this article, we go through the why and where you would use merging in a workflow. ## A guide to branching and merging workflows Workflows are rarely entirely linear and this is where features like the ability to branch and merge a workflow come into play. A workflow or process will often feature parts where a task or operation will lead to multiple other tasks or operations. Where one task triggers multiple other tasks is known as **branching**. This is where the workflow diverges or splits into multiple branches or paths. In the example below, we can see how the form branches into three separate paths: ![workflow86 branching example](https://framerusercontent.com/images/jUziW1EV5BggV2XRnvSaNFXJNI.png) The ability to branch a workflow into multiple paths is a pretty standard feature, and you will find it almost any workflow or process automation platform. For example, in Make (formerly known as **Integromat**), you can branch or create paths in your workflow by using their Router module: ![make converger example scenario](https://framerusercontent.com/images/ecq9Q0g7A7ls0U0FnrGVHrLE5o.png) ### Merging or converging workflows back together again The opposite of branching a workflow is merging a workflow, and this involves taking multiple branches or paths and directing them into one path. Let’s take a look at a few scenarios as to why and when you might need to use a merge in a workflow. ### Converge to avoid duplicate steps Here’s an example from Workflow86. Say you have a workflow where you want to execute the same tasks whether Form A or Form B gets submitted: ![](https://framerusercontent.com/images/dinw4SZu6IkYB55PzhXSNSPbHg.png) Rather than duplicate the Form to Email twice, you can instead use the merge component so that the email will get sent whether Form A or Form B is triggered. ![](https://framerusercontent.com/images/0w4Z8j1EY3SrTuDq3szWrivnJwg.png) Below is an example of a similar situation where a merge would be very useful in Make/Integromat: ![make converger example](https://framerusercontent.com/images/CHnpXuk3WZhfSfFHFmmmoPUXyUs.png) After the workflow is branched into two paths, those paths contain identical modules or steps. Without a merge, these steps have to be duplicated for each path of the workflow after the branch. A merge (or **Converger** as Integromat calls it) would allow the user to merge the two (or more) routes into one and connect the common sequence after it to achieve something like this: ### Converge to allow multiple triggers A merge component could also allow users to set multiple triggers for a single workflow as well. This is another application of a merge – allowing a workflow to be started by multiple separate events. For example, the workflow below in Workflow86 can be triggered by a Form submission or a Webhook. ## The bad news for Make users… Make is, of course, a very different tool to Workflow86, given its focus on integrations between third party apps. However, Make does highlight how useful a merge/converge feature is for any workflow or process automation tool. Indeed, a merge/converger feature is currently the second top request in the “Updates to existing apps” category: ![](https://framerusercontent.com/images/rtGZzIen4G37Ntzetbshgjjkd0.png) Unfortunately, it appears that make has marked this as "not immediately planned", likely meaning that it is unlikely to be released any time soon (if at all). In the meantime, Make recommendsseveral possible [workarounds](https://help.make.com/converger). ### Method 1: Using the data store ![data store converger diagram](https://framerusercontent.com/images/x7xu52sAAB4t8ORqHFstLhbUN10.png) One approach involves using a data store. You can create an additional, unfiltered route from your router specifically for the common steps. Then, at the end of each of the other routes, save the necessary data to a data store record. The common sequence begins by retrieving this record from the data store, ensuring it has the data it needs regardless of which initial path was taken. 1. Add an extra filter-free route to the router to connect the common sequence (the one you would put after a converger module). 2. Add **Data store** **\> Add/replace a record** modules at the end of each router's route (except the new extra route) to store the data output by the modules on the route that should be passed to the common sequence. The data store would contain just one record, the record's key can be, for example, MyKey. 3. Add a **Data store > Get a record** module at the beginning of the common sequence to obtain the previously stored data. ### Method 2: Using JSON Alternatively, you can work with JSON. After the steps in each distinct route, create a JSON object containing the required data and store it in a variable. The common sequence then starts by getting this variable and parsing the JSON to access the data. It's important to handle cases where no route might execute, potentially using functions like ifempty() to prevent errors when parsing the JSON. 1. Use a **JSON > Create JSON** module followed by **Tools > Set variable** to store the resulting JSON in a variable (e.g. MyBundle). 2. Use **Tools > Get variable** to obtain the previously stored variable followed by **JSON > Parse JSON**. ![json converger diagram](https://framerusercontent.com/images/9Z9BZJAmh9IIFIGvIFpPXGIEA.png) ### Method 3: Set a variable For simpler cases where only one or a few specific values need to be passed to the common sequence, setting and getting variables can be sufficient. You can use dedicated modules to set a variable at the end of each route and then retrieve its value at the start of the shared steps. Some platforms also offer tools to set multiple variables at once. ### Method 4: Create a separate workflow A fourth method is to move the common sequence into an entirely separate scenario. Each route in the original scenario would conclude by sending its data via an HTTP request to trigger the new, dedicated scenario. This second scenario would start with a webhook trigger to receive the incoming data and then proceed with the common steps. ## How to merge paths in Workflow86 Fortunately for Workflow86 users, we have just released a dedicated component specifically for merging workflow paths. This feature allows users to configure a merge in two ways. Firstly, you can configure a merge that will allow the workflow to progress any of the selected components have been executed. For example, we can specify that the workflow continues to run the Conditional Logic and Email if any of Form A **OR** Form B **OR** Form C gets executed. Here is what that configuration would look like in the Merge Workflow component: ![Converger example 1](https://framerusercontent.com/images/2nO3LIxO3l52FIRdKtgLbFc14.png) The Merge Workflow component can also get a bit smarter by allowing you to configure a more conditional merge. In the example below, we can implement a merge if a certain combination of components gets executed. In this case, we want to run the rest of the workflow if (Form A and Form B) or (Form A and Form C) gets submitted. So if Form B gets submitted, the merge will not occur unless Form A also gets submitted. Similarly, if Form A gets submitted, it will not continue to run unless Form B or Form C gets submitted. Here is what that configuration would look like in the Merge Workflow component: ![Converger example 2](https://framerusercontent.com/images/992YOKlyTOxEhTN0YwICkzZ82Qs.png) You can find the detailed documentation on the Merge Workflow component below. The Merge Workflow component is currently available to all users on any plan, giving everyone an additional way to make their workflows even more powerful. [Why no-code is not enough ›](https://www.workflow86.com/blog/why-no-code-is-not-enough) [‹ 4 reasons why workflow automation won’t take your job](https://www.workflow86.com/blog/4-reasons-why-workflow-automation-wont-take-your-job) ## Startautomatingnow 14 days free trial No credit card required [Get access](https://form.workflow86.com/form/57c15fd2-87b4-45cc-8700-7a7da8607f09) ## Frequently Asked Questions ##### How does Workflow86 work? ##### Do I need to use the AI? ##### Is Workflow86 AI no-code? ##### What context does the AI use when building or editing a workflow? ##### Does the AI know any secrets or credentials I have stored? ##### Can you help me build a workflow? [iframe](https://edit.framer.com/?framerSiteId=540354b44382fa2e928f8cd7185acd12253a798c0025ffdd4c92de2f4c551fa2&nodeId=hOe25dPZ3&source=www.workflow86.com&features=%7B%22editorBarDisableFrameAncestorsSecurity%22%3Afalse%2C%22editorBarOnPageEditing%22%3Afalse%7D) ## No-Code Limitations # Whyno-codeisnotenough ![](https://framerusercontent.com/images/knz5U1q4fjJUlt7P44IyMC3MC8g.png) Not too long ago, the idea of “no-code” platforms took the business world by storm. The pitch was appealing: imagine a tool that lets anyone—especially non-technical folks—design and run complex workflows and business processes without writing a single line of code. Instead of relying heavily on IT or outside developers, regular team members could just click, drag, and drop their way to a custom solution. It promised flexibility, speed, and a sense of empowerment that would bring technology closer to where the actual work happens. But looking back now, it’s hard to ignore that no-code hasn’t lived up to the hype. Let’s talk through some of the reasons why. ### What No-Code Was Supposed to Be At its heart, no-code aimed to turn the old model upside down. Rather than having developers write custom code for every new workflow or integration, these platforms offered a visual way to build software. The target audience wasn’t meant to be coders. It was meant to be the everyday business users who know exactly how processes need to work but don’t necessarily know how to program. In theory, a team member could just open a tool, arrange some pre-built components, and hit “go”—all without ever calling IT or learning a programming language. #### 1\. Visual Isn’t Always Simpler No-code tools bet heavily on visual interfaces to reduce complexity. On the surface, it makes sense: a nice clean flowchart should be easier to understand than a thousand lines of code. But complexity has a funny way of showing up no matter what form it takes. As these workflows get more complicated, the visual diagrams start to resemble spaghetti—lots of tangled lines and boxes that are tough to follow. Instead of making things simpler, visual tools can sometimes just give you a different flavor of complexity. #### 2\. It Still Takes Significant Effort The promise that anyone could do this quickly and easily often hits a wall when real business demands appear. Learning a no-code tool still takes time. Setting up complex automations isn’t always straightforward. It’s not a matter of just clicking a few buttons and being done. Even a “simplified” tool requires proper training and understanding. Business teams, already overwhelmed with their day-to-day, rarely have the luxury of weeks or months to learn and roll out these solutions. Instead of becoming self-sufficient, they often end up hiring outside consultants or leaning heavily on the vendor’s professional services. That’s a far cry from the original vision of giving control directly to the business user. #### 3\. Pre-Built Components Don’t Always Cover Edge Cases The core idea of no-code is that you’ll have a library of pre-built components for common needs. For a lot of routine tasks, this works fine. But business processes can be quirky, with unique requirements or special steps that no pre-made module can handle out of the box. If even one of these edge cases can’t be easily resolved, you’re stuck. Do you change your entire process to fit the tool’s limits? Or do you start building clumsy workarounds? Neither choice feels good. Suddenly, the convenience of no-code is overshadowed by the need to accommodate a platform that was supposed to accommodate you. #### 4\. You End Up with Pseudo-Code Anyway As no-code platforms try to fill the gaps left by their visual components, many have quietly introduced textual “pseudo-code” features. The idea is to give you a bit more power without making you become a full-blown programmer. But this often ends up feeling like the worst of both worlds. Now you have to learn a proprietary, platform-specific language that looks like code but isn’t standard code. You lose the simplicity of a visual tool, and you don’t gain the flexibility and long-term stability of a well-known programming language. Instead of a real solution, it feels more like a hacky workaround. ### Looking Ahead None of this means that the no-code dream is dead. The idea—letting people who know the business best shape the software that runs it—remains powerful. We just need to acknowledge that we’re not there yet. The current generation of no-code platforms may help in certain scenarios, but they haven’t delivered the sweeping revolution they promised. In the future, maybe new innovations will find a better balance. Perhaps there will be smarter ways to handle those tricky edge cases, or simpler tools that deliver real autonomy to business teams. Until then, it’s important to keep our expectations realistic. No-code might speed up some parts of your workflow design, but it’s not the instant silver bullet that early buzz made it out to be. In the end, truly taming complexity still takes time, skill, and occasionally—yes—actual code. Interestingly, while no-code platforms struggled with their visual-first approach, a new paradigm has emerged that might actually deliver on the promise of democratizing software development: AI coding assistants or "copilots." Unlike traditional no-code tools that try to abstract away complexity through drag-and-drop interfaces, these AI-powered systems work alongside users to help them express their intent directly in code. This approach addresses several key limitations of no-code platforms. Instead of being constrained by pre-built components or simplified visual workflows, users can describe what they want to accomplish in natural language. The AI then helps translate these requirements into actual code, suggesting implementations and explaining the logic along the way. This creates a more flexible and powerful development experience that can handle those troublesome edge cases that often trip up no-code solutions. ### Beyond Simple Automation Perhaps most importantly, AI copilots don't force users to compromise on capability. Where no-code platforms often hit walls with complex business logic or unique requirements, AI assistants can help implement sophisticated solutions using the full power of programming languages. This means businesses don't have to choose between accessibility and capability—they can have both, with the AI bridging the gap between business understanding and technical implementation. Looking further ahead, we might see the best elements of both approaches come together. AI could enhance no-code platforms by suggesting solutions when visual tools fall short, or help users transition smoothly between visual and code-based development as their needs evolve. The key insight is that empowering business users doesn't necessarily mean eliminating code—it might mean making code itself more accessible through intelligent assistance. This doesn't mean every business user will become a full-fledged programmer overnight. But with AI copilots, they might not need to. The technology could create a middle ground where understanding the logic of what you want to achieve is more important than memorizing syntax or wrestling with visual workflow builders. It's a vision that feels closer to the original promise of no-code: putting the power to shape software solutions in the hands of those who understand the business problems best. [8 lessons from getting to the front page of Hacker News ›](https://www.workflow86.com/blog/8-lessons-from-getting-to-the-front-page-of-hacker-news) [‹ How to merge and converge in Make.com/Integromat](https://www.workflow86.com/blog/merge-and-converge-workflows) ## Startautomatingnow 14 days free trial No credit card required [Get access](https://form.workflow86.com/form/57c15fd2-87b4-45cc-8700-7a7da8607f09) ## Frequently Asked Questions ##### How does Workflow86 work? ##### Do I need to use the AI? ##### Is Workflow86 AI no-code? ##### What context does the AI use when building or editing a workflow? ##### Does the AI know any secrets or credentials I have stored? ##### Can you help me build a workflow? [iframe](https://edit.framer.com/?framerSiteId=540354b44382fa2e928f8cd7185acd12253a798c0025ffdd4c92de2f4c551fa2&nodeId=GgdJPVsv5&source=www.workflow86.com&features=%7B%22editorBarDisableFrameAncestorsSecurity%22%3Afalse%2C%22editorBarOnPageEditing%22%3Afalse%7D) ## Lessons from Hacker News # 8lessonsfromgettingtothefrontpageofHackerNews ![](https://framerusercontent.com/images/E28ogW8lYMwShKKBLcphtwvmSw.webp) Our post to Hacker News unexpectedly went viral, resulting in a 20,000% increase in website traffic, hundreds of new users, new customers, new markets, and some great feedback on our product. All in the span of about 24 hours and for $0 in marketing spend. This article goes through our experience and 8 lessons we learned along the way on how to launch on Hacker News. ### What is Hacker News? Hacker News is a social news website focusing on computer science, entrepreneurship, tech and start-ups. It is run by Y Combinator, the well known start-up accelerator that backed companies like Dropbox, AirBnB and DoorDash. It is estimated that Hacker News attracts more than 3 million views per day and greater than 300,000 daily users. Simply put, a lot of people read it and getting to the front page of Hacker News will often mean many thousands of users to your website or product. ### Summary of our Hacker News experience We made our post at 5AM Tuesday Sydney time. My expectation was that our post would go the way of most Show HN posts: 3-5 points, maybe 1-2 comments, and hopefully a few sign ups. Things turned out very differently. Our post on Hacker News went to the front page about 1 hour after of posting, and stayed there for about 16 hours, getting 146 points in total and 44 comments. I recall we peaked at position 3 or 4 on the front page. Over the course of 24 hours, traffic to our website increased by over +20,000% compared to the previous week. In 24 hours, we had a 200+ new user sign ups and over the next few days this continued to grow to 300+. The diversity and quality of the sign ups was pretty great – we had COOs, Head of Operations, Heads of Engineering and other people who were highly engaged with what we were building. The exposure to the US market was fantastic. We acquired enough new users from the US for it to have a significant impact the composition of our user demographics. We had multiple people from large enterprises reach out to us for demos and proof of concepts. These included Fortune 500 companies which I would have no idea how I would have gotten in front of otherwise. So, all in all, we were absolutely floored by the result and the response. We got a massive boost in exposure, users, and customers from about 5 minutes of work typing up the post. Plus, all of this was free. The feedback and product validation we got was fantastic and will keep us very busy for a while yet. You can find our Hacker News post here, though we go into why it is not a good idea to share a direct link to your post during your launch in Lesson 7. ### 8 lessons learned from our experience Even though our post on Hacker News delivered way more than we expected, we made some mistakes that probably cost us even better results and learned some very big lessons as a result. There are some peculiarities with posting on Hacker News compared to other places you might launch such as Product Hunt. These peculiarities need to be understood so you do not sink your effort before it even gets off the ground. So here are some of our lessons from launching on Hacker News for anyone who might be thinking about it. #### Lesson 1: Create the right user and username Our first post actually got shadow banned and didn’t show up at all anywhere. We are not sure why, but we suspect it is because we created a user with our company name in it and used our company email as well. We think this triggered some sort of spam filter. On our second attempt, we created a user with my own personal email and a username that made no mention of Workflow86 and that got us through the spam filter. #### Lesson 2: Adapt your pitch to the audience The Hacker News community is known for a few things. The first is that it is very technical. Many of its users and readers will be software developers, engineers, product managers, IT, and other tech roles. The second is that they do not hold back, and their feedback has been known to be brutally honest. We knew this before posting, so we did some minor tweaks and adjustments to our description. If you read our introductory comment, you’ll notice that we broke it up into about 6 points: #### 1\. short story behind the product Workflow86 was built based on my experience as a consultant and then running ops in my own start-up. #### 2\. problem statement All teams develop specific ways of doing things – how they handle pull requests, respond to incidents, handle bugs, hire new employees etc. These processes are important, but they often don’t get documented, rely on lots of manual handling, and jump between multiple SaaS tools. #### 3\. description of the solution Workflow86 is an all-in-one platform for building, automating, and managing your team’s operations playbooks and business processes. It comes with lots of built-in functionality so you can do more with just Workflow86, while still making it super easy to integrate with other tools when needed. #### 4\. description of how it works You use drag and drop components to build out your process step by step with forms, business logic, document templates and more. It’s no-code, so non-technical team members (bizops, HR, admin, legal, risk and compliance) can set up playbooks and processes on their own. Once a playbook/process has been built, you can run them automatically and at scale. Trigger playbooks automatically on a specific event, time, submission. #### 5\. cool or unique feature/response to feedback we expected I also noticed that sometimes the problem is a lack of established playbooks/processes to begin with. So Workflow86 also comes with a bunch of pre-made playbooks you can download and run straight away in areas ranging from Cybersecurity to COVID-19 response. This is the other big feature of Workflow86 – the ability to easily package and then share entire playbooks and processes like a Notion doc. #### 7\. an ask for feedback Try it out and send any feedback our way. We adapted our problem statement to refer to some more technical problems our product could tackle i.e. “making a pull request”. Point 5 was inserted after looking at posts from similar products. One major complaint was around how process automation is great only when you have processes in place. One of the strengths of Workflow86 is that we have an ecosystem where users can share processes, they have built like a Notion document, which means if you don’t have an established process, we can give you an example of one that is also best practice. #### Lesson 3: Prepare to go viral, even if you don’t Our run at Hacker News was not entirely smooth sailing because we went into it without any expectation of going viral. This meant that we were unprepared on a few fronts. The crisis point came about 8 hours after posting, when our website actually got “hugged to death”: the server crashed because there was so much incoming traffic. Our website had been provisioned on a very tiny instance, and by the time we realized this, it was too late to upgrade it – this would have required we take down our website, upgrade it and then restart it. We were down for a while, and in a demonstration of Murphy’s Law (what can go wrong will go wrong), this was exactly at the same time that I decided to take a nap because I had been awake since 3AM that day. We definitely lost out on a good chunk of traffic because of this. In hindsight, we should have just bit the bullet and shut down the server in a controlled matter and upgraded rather than let it crash. Or even better yet, we should have upgraded our website in full expectation that we had a chance of going viral. Fortunately, our platform servers and services held up well to the influx of new users and activity. So, while going viral on the front page is not guaranteed, you do want to make sure you are prepped for that possibility. #### Lesson 4: Time it for maximum exposure in the US We posted at around Tuesday 5AM Sydney time, which corresponds to Monday 10AM on the US West Coast and Monday 1PM on the US East Coast. The majority of Hacker New’s readers will be from the US, and this was reflected in the demographics of the incoming traffic: approximately 70% of the incoming traffic to our website was from the US, about 20% from Europe, and the remaining 10% from everywhere else in the world. Could we have done even better by posting say an hour or two earlier? Possibly. Our experience suggests it pays to get the timing of your post to align to somewhere on a weekday, and somewhere during working hours on a weekday. #### Lesson 5: Engage with the comments Whilst the comment count does not seem to impact your ranking directly, but it does encourage people to engage with the post and discussion. It was worthwhile staying up to engage and reply to comments that people posted. This was also just great because a lot of the feedback and comments were very positive and demonstrated that people did understand and “get” what we had built. #### Lesson 6: People really don’t like chat bots This was one of the very interesting bits of feedback. We use an Intercom chatbot to engage with and qualify leads from our website. People did NOT like this chatbot, at least the people from Hacker News. I think the biggest complaint was that it constantly interrupted people’s experience of looking around our website. In hindsight, we should have just temporarily disabled this chatbot for 24 hours. #### Lesson 7: Be careful in how you use your network Encouraging engagement from your network to boost your post on Hacker News has to be handled in a very nuanced way. Simply posting a link to your network and asking everyone to create an account and upvote it will apparently have the opposite effect – Hacker News will penalise your post and push it even further down. The Hacker News ranking algorithm is designed to promote more natural engagement, and is supposedly designed to be difficult to “game” by just having a bunch of people you know upvote your post. This actually wasn’t a problem for us because we did not expect to go viral and so didn’t make a lot of effort to promote our post to our network. About 6 hours or so after posting, we did ping some people for some support but realised there was a very specific way to do this. You DO NOT want to share a direct link to your post. Instead, you want to share a generic link to the front page of Hacker News itself or to the Show page of Hacker News, requiring whoever you shared it with to find the post “organically”. About 12 or so hours after posting, we did share on Twitter the fact that we were on the front page, and this may have helped us stay on the front page for a little while longer. #### Lesson 8: Don’t underestimate Hacker News! We greatly underestimated Hacker News. In the span of 48 hours, it has helped us get a foothold in users and markets beyond Australia. If you are thinking about posting on Hacker News, I would highly recommend it. Going viral on Hacker News is not a silver bullet for product-market fit, and there is still a lot of work ahead for us. But we are very excited by the new users, customers and use cases that came from our humble little post on an early Tuesday morning. [ERP Customization: Tailoring Your System or Tying Your Hands? ›](https://www.workflow86.com/blog/customizing-your-erp) [‹ Why no-code is not enough](https://www.workflow86.com/blog/why-no-code-is-not-enough) ## Startautomatingnow 14 days free trial No credit card required [Get access](https://form.workflow86.com/form/57c15fd2-87b4-45cc-8700-7a7da8607f09) ## Frequently Asked Questions ##### How does Workflow86 work? ##### Do I need to use the AI? ##### Is Workflow86 AI no-code? ##### What context does the AI use when building or editing a workflow? ##### Does the AI know any secrets or credentials I have stored? ##### Can you help me build a workflow? [iframe](https://edit.framer.com/?framerSiteId=540354b44382fa2e928f8cd7185acd12253a798c0025ffdd4c92de2f4c551fa2&nodeId=gHQAyT4H4&source=www.workflow86.com&features=%7B%22editorBarDisableFrameAncestorsSecurity%22%3Afalse%2C%22editorBarOnPageEditing%22%3Afalse%7D) ## ERP Customization Insights # ERPCustomization:TailoringYourSystemorTyingYourHands? ![](https://framerusercontent.com/images/vQo8XOK9sxlZbCmNUBmjc6FHsc0.png) Enterprise Resource Planning (ERP) systems often serve as the central nervous system for modern businesses, weaving together core functions like finance, HR, supply chain, and customer management into a single, unified platform. The promise is one of enhanced efficiency, greater visibility across operations, and streamlined processes. However, the practical reality frequently diverges from this ideal. While standard ERP solutions boast a wide array of features, they seldom align perfectly with every unique business process right out of the box. This common challenge leads many organizations to consider ERP customization. But is altering your ERP always the wisest course of action? Customization can certainly unlock significant advantages, yet it simultaneously introduces considerable risks and costs. Let's delve into the world of ERP customization, weighing its potential benefits against its drawbacks, and highlighting crucial alternatives that businesses should consider. ## The Allure of the Perfect Fit: Why Businesses Customize ERPs The drive to customize an ERP stems from several compelling business needs. Perhaps the most common reason is the existence of **unique business processes**. No two companies operate identically, and customization allows a business to mold the ERP system to support specific, often proprietary, workflows that standard modules might not adequately cover. This ensures the software genuinely reflects and supports how the business actually functions day-to-day. Beyond accommodating unique operations, customization can be pursued to gain a **competitive advantage**. By tailoring ERP features, a business might enhance unique capabilities, potentially setting itself apart from competitors relying on standard, off-the-shelf solutions. Furthermore, a carefully customized system can lead to an **improved user experience and higher adoption rates**. When the user interface is tailored to specific roles or tasks, the system often becomes more intuitive, encouraging employees to use it effectively and boosting overall productivity. Customization also serves to **fill functional gaps**. Sometimes, a standard ERP simply lacks a critical feature necessary for a particular industry or operational requirement, such as specialized compliance reporting or unique inventory tracking methods. Finally, modifications can facilitate **seamless integration** with essential third-party applications or legacy systems, helping to create a more cohesive and unified IT environment than might be possible with standard connectors alone. ## Configuration vs. Customization: Understanding the Difference Before proceeding, it's vital to grasp the distinction between configuration and customization, as the terms are often confused. **Configuration** involves using the ERP system's built-in tools and settings to adjust its behavior without altering the core code. This includes activities like setting up user roles, defining approval workflows within the system's predefined limits, establishing parameters such as currencies or languages, or selecting which standard modules to activate. Configuration essentially uses the software as the vendor intended. **Customization**, conversely, involves modifying the ERP system's underlying source code or developing entirely new features, modules, or integrations that don't exist in the standard software package. This requires specialized programming and development expertise and fundamentally changes the software itself. This distinction is critical because configuration is generally faster, less expensive, significantly less risky, and far easier to manage during system upgrades. Customization, while offering potentially greater flexibility, introduces substantial complexity, cost, and potential long-term complications. Therefore, organizations should always exhaust configuration options before even considering the path of customization. ## Weighing the Hidden Costs and Risks of ERP Customization While the benefits of a tailored system are appealing, ERP customization carries significant potential downsides that must be carefully considered. The **financial investment** can be substantial; custom development involves considerable expense for analysis, design, coding, rigorous testing, and deployment, with costs often exceeding initial estimates. This development effort also adds considerable time to ERP projects, **delaying implementation** and the realization of anticipated benefits. Perhaps the most significant risk lies in **upgrade complexity**. When the ERP vendor releases patches, updates, or new versions, existing customizations can break or become incompatible. The process of re-applying or completely re-developing these customizations after each upgrade cycle is not only costly and time-consuming but also introduces risk. In scenarios involving heavy customization, upgrading the core ERP can become practically infeasible, leaving the business stuck on an outdated version. Beyond upgrades, custom code requires an ongoing **maintenance burden**, demanding continuous support, bug fixing, and potentially specialized skills that may be difficult or expensive to retain. Heavy customization can also lead to **vendor lock-in**, making it extremely difficult and costly to migrate to a different ERP provider in the future. Furthermore, introducing custom code inherently increases the **risk of introducing new bugs** or unforeseen issues into the system stability. Lastly, custom-built features run the risk of **becoming obsolete** as technology evolves or business needs shift, potentially requiring further costly redevelopment down the line. ## Identifying When ERP Customization Might Be Justified Given these considerable risks, customization should be approached with extreme caution. It is generally only justifiable under specific circumstances. Customization makes the most sense when the process being altered is absolutely **core to the business's identity and provides a significant, sustainable competitive advantage** that cannot be achieved otherwise. It should only be considered when there is **no viable workaround** using standard configuration options, existing third-party applications, or reasonable adjustments to the business process itself. The need for customization should be **strategic and long-term**, clearly justifying the substantial initial investment and ongoing maintenance commitment. Crucially, a thorough **cost-benefit analysis** must demonstrate a strong positive return on investment, explicitly factoring in the long-term costs and risks associated with maintenance and future upgrades. ## Exploring Smarter Alternatives to Bridge ERP Gaps Before committing to the complexities of code modification, businesses should thoroughly explore alternative strategies. First and foremost, **maximize the use of configuration**. Often, creative application of the ERP's built-in settings and tools can achieve the desired outcome without touching the code. Consider **process re-engineering**. Is the existing business process truly optimal, or could it be adapted to align better with the standard ERP workflow? Sometimes, changing the process is more efficient and less risky than changing the software. Look into the ecosystem of **third-party applications and add-ons**. Many ERP vendors have marketplaces featuring certified solutions designed to integrate smoothly and provide specific functionalities, such as advanced reporting, accounts payable automation, or enhanced CRM capabilities. A particularly powerful alternative involves leveraging **workflow automation and integration platforms**, such as **Workflow86**. Instead of altering the ERP's core, these external tools allow businesses to build sophisticated processes around the ERP. You can automate approvals, notifications, data validation checks, and task routing that might be cumbersome or missing within the standard ERP features. These platforms excel at integrating ERP data with other critical systems – connecting to CRMs, project management tools, databases, spreadsheets, and communication platforms without requiring complex, risky custom code within the ERP itself. They enable the creation of custom logic and tailored processes, often using visual, no-code or low-code interfaces, effectively bridging functional gaps. Crucially, these external workflows offer greater **flexibility and resilience**; they are less likely to break during ERP upgrades, providing a more adaptable and less risky method for extending functionality. ## Making the Informed Choice ERP customization holds the promise of a system perfectly molded to your business needs, but it's a path laden with potential costs, complexities, and long-term risks, particularly concerning upgrades and maintenance. Before embarking on this journey, rigorously evaluate the true business necessity, exhaust all standard configuration possibilities, and diligently investigate alternatives. Exploring third-party add-ons and, significantly, leveraging external workflow automation platforms can often provide the specific functionality and process optimization required. These alternatives frequently deliver the desired results without incurring the long-term burdens associated with deep customization, allowing your core ERP to remain stable, supported, and upgradeable while still achieving critical efficiency gains. Making an informed choice ensures your ERP remains a powerful asset that empowers your business, rather than a complex liability that constrains it. [Control access to workflow canvas ›](https://www.workflow86.com/blog/control-access-to-workflow-canvas) [‹ 8 lessons from getting to the front page of Hacker News](https://www.workflow86.com/blog/8-lessons-from-getting-to-the-front-page-of-hacker-news) ## Startautomatingnow 14 days free trial No credit card required [Get access](https://form.workflow86.com/form/57c15fd2-87b4-45cc-8700-7a7da8607f09) ## Frequently Asked Questions ##### How does Workflow86 work? ##### Do I need to use the AI? ##### Is Workflow86 AI no-code? ##### What context does the AI use when building or editing a workflow? ##### Does the AI know any secrets or credentials I have stored? ##### Can you help me build a workflow? [iframe](https://edit.framer.com/?framerSiteId=540354b44382fa2e928f8cd7185acd12253a798c0025ffdd4c92de2f4c551fa2&nodeId=kRVqzj6uJ&source=www.workflow86.com&features=%7B%22editorBarDisableFrameAncestorsSecurity%22%3Afalse%2C%22editorBarOnPageEditing%22%3Afalse%7D) ## Workflow Access Control # Controlaccesstoworkflowcanvas ![](https://framerusercontent.com/images/dx941HGPOoARVCu5PqwrINmRSc.jpg) You can now control which editor users have access to individual workflows, either by assigning users to a workflow or assign workflows to a user. Inside of the workflow canvas, you can add usernames to enable access: ![](https://framerusercontent.com/images/zyv7jNDu90fJeXbJtwaJAWTNTMA.png) Alternatively, you can add workflows to each user via the Access button on the Workflow library page ![](https://framerusercontent.com/images/dx941HGPOoARVCu5PqwrINmRSc.jpg) When an editor user has access to a workflow, they can view, edit and perform all management functions related to that workflow such as viewing sessions, terminating sessions, re-running sessions. Note that all Administrator users continue to have access to all workflows by default. [Generate component descriptions with AI ›](https://www.workflow86.com/blog/ai-generated-descriptions) [‹ ERP Customization: Tailoring Your System or Tying Your Hands?](https://www.workflow86.com/blog/customizing-your-erp) ## Startautomatingnow 14 days free trial No credit card required [Get access](https://form.workflow86.com/form/57c15fd2-87b4-45cc-8700-7a7da8607f09) ## Frequently Asked Questions ##### How does Workflow86 work? ##### Do I need to use the AI? ##### Is Workflow86 AI no-code? ##### What context does the AI use when building or editing a workflow? ##### Does the AI know any secrets or credentials I have stored? ##### Can you help me build a workflow? [iframe](https://edit.framer.com/?framerSiteId=540354b44382fa2e928f8cd7185acd12253a798c0025ffdd4c92de2f4c551fa2&nodeId=yCgvau5ok&source=www.workflow86.com&features=%7B%22editorBarDisableFrameAncestorsSecurity%22%3Afalse%2C%22editorBarOnPageEditing%22%3Afalse%7D) ## AI Component Descriptions # GeneratecomponentdescriptionswithAI ![](https://framerusercontent.com/images/mSRcpK6OlwAY5ZVyfqfPkX8h8bQ.png) You can now automatically generate a description for any component using AI. Simply click the "General with AI" button in the component description panel. [A checklist for pull requests ›](https://www.workflow86.com/blog/a-checklist-for-pull-requests) [‹ Control access to workflow canvas](https://www.workflow86.com/blog/control-access-to-workflow-canvas) ## Startautomatingnow 14 days free trial No credit card required [Get access](https://form.workflow86.com/form/57c15fd2-87b4-45cc-8700-7a7da8607f09) ## Frequently Asked Questions ##### How does Workflow86 work? ##### Do I need to use the AI? ##### Is Workflow86 AI no-code? ##### What context does the AI use when building or editing a workflow? ##### Does the AI know any secrets or credentials I have stored? ##### Can you help me build a workflow? [iframe](https://edit.framer.com/?framerSiteId=540354b44382fa2e928f8cd7185acd12253a798c0025ffdd4c92de2f4c551fa2&nodeId=WkYloDsTn&source=www.workflow86.com&features=%7B%22editorBarDisableFrameAncestorsSecurity%22%3Afalse%2C%22editorBarOnPageEditing%22%3Afalse%7D) ## Pull Request Checklist # Achecklistforpullrequests ![](https://framerusercontent.com/images/optxLcRSCtLVeIYlZYjsLuwbzBY.webp) ## Why implement a PR checklist? As a developer, it’s important to take the time to carefully review and test your code before submitting it for review. A pull request checklist can be a useful tool to help you ensure that you have done everything necessary to make your code ready for review and embed this as a repeatable and consistent process that then helps with minimzing bugs, incidents and improving overall quality. ### It improves quality control One of the main benefits of having a pull request checklist is that it helps to ensure that your code is of high quality. By following a checklist, you can make sure that you have thoroughly tested your changes and that they are working as intended. This can help to reduce the risk of introducing bugs or other issues into the codebase, which can save time and effort in the long run. ### It makes the review more efficent In addition to improving the quality of your code, a pull request checklist can also help to improve the efficiency of the review process. When you submit a pull request, it’s important to provide as much information as possible to help reviewers understand your changes. A checklist can help you to remember to include important details like updated documentation and a clear description of what your changes do. This can make it easier for reviewers to understand your code and to provide helpful feedback. ### It encourages proactive communication A pull request checklist can also help to encourage collaboration and communication within a team. By following a clear and structured process for submitting changes, you can help to ensure that your code is reviewed and tested in a consistent way. This can help to build trust and foster a sense of community among team members. ## What to include in your PR checklist Here is a copy of our PR checklist which we implement inside of Github as a Pull Request template. You can read more about how to do this [here](https://docs.github.com/en/communities/using-templates-to-encourage-useful-issues-and-pull-requests/creating-a-pull-request-template-for-your-repository) —- \### Summary <\_Provide context of the change for the reviewer - just like you were talking to them\_> \### Whats the worst thing that could happen? \- \[ \] Compromise Customer Security (P0 Bug) \- \[ \] Data Loss/Corruption (P0 Bug) \- \[ \] Cause a system outage (P0 Bug) \- \[ \] Break Existing Workflows (P0 Bug) \- \[ \] Cause a deployment failure (P0 Bug) \- \[ \] Cause a P1 Bug \- \[ \] Cause a P2 Bug \- \[ \] Cause a P3 Bug \- \[ \] This is impossible for users to notice \- \[ \] I don't know \### How well covered by automated tests is this change? \- \[ \] Well Unit Tested \- \[ \] Well Integration Tested \- \[ \] Dev E2E Tests Have Passed \- \[ \] Needs Manual Testing \- \[ \] I don't know \### Risk Assessment \- \[ \] 🔴 This change is high risk (and will be deployed with the on-call) 🔴 \- \[ \] This change is low risk (and I will deploy it myself once approved) \### Test Plan <\_Given all the above think about what tests are needed and have been performed in dev will be done for the prod release - either manual or automated\_> \### Monitoring Plan <\_Describe what logs etc. you'll monitor at deploy time\_> \### PR Readiness \- \[ \] Jira Issue in PR Name \- \[ \] I've thoroughly self-reviewed the code changes \- \[ \] The code is in a pretty good state \- \[ \] The code isn't in a great state but I've improved it \- \[ \] The code is scary and I want to change as little as possible \### Reviewer Checklist \- \[ \] Risk Assessment seems right \- \[ \] Test & Monitoring Plans looks appropriate \- \[ \] Code quality looks good \- \[ \] Automated Test coverage is appropriate —- Here is a detailed explanation of each part of this checklist that we provide to our own developers. ### Summary The summary section is your moment to have a conversation with your reviewer through the PR. Imagine you're sitting at their desk, explaining what you've been working on - that's the tone you want to capture here. Your summary should paint a clear picture of the problem you're solving and why it matters. Share the context that led to these changes, explain any significant technical decisions you made along the way, and highlight specific areas where you'd particularly value their attention. This context helps reviewers understand not just what you changed, but why you changed it in this particular way. ### What's the Worst Thing That Could Happen? This section might seem pessimistic at first glance, but it serves a crucial purpose: forcing us to think through potential failure modes before they occur. By explicitly considering worst-case scenarios, we can better assess risks and put appropriate safeguards in place. The checklist breaks down potential impacts by severity, starting with our P0 (Critical) concerns. A security compromise could expose customer data or create vulnerabilities in our system. Data loss or corruption could permanently impact our customers' work. System outages could bring down critical services, while broken workflows might disrupt customer processes. Deployment failures could impact our ability to ship other critical changes. Moving down in severity, P1 bugs represent serious issues that significantly impact functionality but don't quite reach P0 status. P2 bugs cause moderate issues but usually have workarounds available. P3 bugs create minor inconveniences without blocking core functionality. Sometimes changes might be impossible for users to notice, which is its own important category to acknowledge. Finally, "I don't know" is a valid and important option - acknowledging uncertainty is better than making assumptions. ### Test Coverage Assessment Understanding the testing landscape for a change helps reviewers gauge its reliability and identify potential gaps. Well-unit-tested code indicates comprehensive coverage of core logic and edge cases at the function and class level. Integration testing shows how the changes work in concert with other system components. When development end-to-end tests have passed, it provides confidence that complete workflows remain functional. Sometimes manual testing is necessary, particularly for user interface changes or complex scenarios that are difficult to automate. Again, acknowledging when you don't know the testing status is valuable - it opens the door for important discussions about testing strategy. ### Risk Assessment Our risk assessment boils down to a critical decision that affects how we handle deployment. High-risk changes require careful coordination with our on-call teams. These typically include database schema modifications, API contract changes, critical path updates, or complex data migrations. These changes often have broader system implications and need extra safeguards during deployment. Low-risk changes, on the other hand, can be safely deployed by the developer after approval. These might include UI enhancements, documentation updates, well-contained feature additions, or bug fixes with clearly defined scope. The key is being honest about which category your change falls into - underestimating risk can lead to preventable incidents. ### Test Plan Your test plan should directly address the risks you've identified above. Instead of generic testing notes, provide specific scenarios that need verification. Explain how each scenario will be tested, whether through automated means or manual verification. If special environments or conditions are needed, detail those requirements. Include steps for verifying rollback procedures work correctly - this is especially crucial for high-risk changes. Finally, outline any post-deployment validation needed to ensure the change is working as intended in production. ### Monitoring Plan An effective monitoring plan is your early warning system during and after deployment. Specify exactly which metrics you'll watch, including the queries you'll use to detect potential issues in logs. Define the alert thresholds that would indicate problems and identify which dashboards will help you maintain visibility into the system's health. Also consider how long you'll need to maintain enhanced monitoring - some changes require extended observation periods to catch edge cases or periodic issues. ### PR Readiness The PR readiness section helps set clear expectations about code quality and state. Including a Jira issue in the PR name isn't just about tracking - it provides crucial context about the change's purpose and scope. When you indicate you've thoroughly self-reviewed the code, you're communicating that you've taken time to catch issues before involving others. The state of the code matters too - whether it's in good shape, improved but not perfect, or minimally changed due to complexity. This honesty helps reviewers understand what they're getting into and focus their attention appropriately. ### Reviewer Checklist Reviewers have their own critical role in this process. They need to verify that the risk assessment aligns with the actual changes being made. They should evaluate whether the test and monitoring plans provide sufficient coverage given the identified risks. Code quality needs to meet our established standards, and test coverage should be appropriate for the scope of changes. This isn't about ticking boxes - it's about applying experienced judgment to ensure we're shipping changes responsibly. ## What Makes a Good PR Review? A truly effective PR review starts with completeness - taking time to thoughtfully consider and fill out each section of the checklist. Honesty about risks and limitations is crucial; trying to minimize concerns often leads to problems later. Clarity in your explanations helps reviewers focus their attention where it's most needed. Your test and monitoring plans should be specific and actionable, not vague gestures at potential approaches. Most importantly, provide enough context for reviewers to make informed decisions about your changes. ### Common Pitfalls to Avoid Experience has taught us to watch out for several common issues in PR reviews. Developers sometimes downplay risks in hopes of speeding up the review process, but this usually backfires by either causing incidents or requiring multiple review rounds. Test plans that don't specifically address identified risks leave too much uncertainty. When dealing with high-risk changes, vague monitoring details make it harder to catch problems early. Rushing through self-review often means pushing that work onto reviewers, which slows down the overall process. Perhaps most importantly, failing to consider edge cases in risk assessment can lead to unexpected problems in production. Remember that a PR checklist isn't just another layer of bureaucracy - it's a powerful tool that helps us ship changes confidently while protecting our systems and customers. Taking time to fill it out thoughtfully often saves time in the long run by preventing issues and facilitating faster, more focused reviews. It represents lessons learned from past incidents and helps ensure we don't repeat those mistakes. We think of it as a conversation with your future self and your colleagues about what could go wrong and how we're preventing it. [No silver bullets: 5 lessons from Y Combinator Winter 2022 ›](https://www.workflow86.com/blog/lessons-from-y-combinator) [‹ Generate component descriptions with AI](https://www.workflow86.com/blog/ai-generated-descriptions) ## Startautomatingnow 14 days free trial No credit card required [Get access](https://form.workflow86.com/form/57c15fd2-87b4-45cc-8700-7a7da8607f09) ## Frequently Asked Questions ##### How does Workflow86 work? ##### Do I need to use the AI? ##### Is Workflow86 AI no-code? ##### What context does the AI use when building or editing a workflow? ##### Does the AI know any secrets or credentials I have stored? ##### Can you help me build a workflow? [iframe](https://edit.framer.com/?framerSiteId=540354b44382fa2e928f8cd7185acd12253a798c0025ffdd4c92de2f4c551fa2&nodeId=Fe35Z3QHj&source=www.workflow86.com&features=%7B%22editorBarDisableFrameAncestorsSecurity%22%3Afalse%2C%22editorBarOnPageEditing%22%3Afalse%7D) ## Y Combinator Insights # Nosilverbullets:5lessonsfromYCombinatorWinter2022 ![](https://framerusercontent.com/images/ymlOOCKEoEQvekoNp3Amca9ZcZU.webp) Y Combinator is the most renowned startup accelerator in the world. It has backed companies including Reddit, AirBnB, DoorDash, and Dropbox. As the Summer 2022 batch of Y Combinator begins, I had some time to reflect on our own experience of going through Winter 2022. In this post, I jot down some thoughts about that experience, and some lessons learned along the way. ## Background Workflow86 is a software platform that allows anyone to document, automate and manage their internal business processes. Workflow86 was founded in 2021 after observing how poorly most organizations store, manage and scale their most valuable asset: the internal knowledge and processes that are critical to their day to day operations and teams. We are on a mission to codify the 99% of operational knowledge and expertise held by non-technical teams, and translate this into massively scalable software. ## How Workflow86 got into YC Y Combinator (YC) is the most renowned startup accelerator in the world. It has backed companies including Reddit, AirBnB, DoorDash, and Dropbox. Getting into YC is incredibly competitive. The acceptance rate hovers around 2-3% (compared to 5% for getting into Harvard University). The most likely outcome of applying to YC is not getting into YC. But the odds will always be stacked against you in the world of startups, so this should not detract from anyone giving it a shot. Getting into YC starts with a written application, with questions covering all the basic and fundamental facts about your startup. You write out your answers, record a 60 second video of yourself introducing your company, include a demo video if you can, and then click submit. Then you wait. Workflow86 submitted its application to YC in September 2021. At that time, we had raised a little pre-seed money and firmly focused on building product. We were beginning talks with investors for a seed round some time in 2022, but reception was lukewarm. In November 2021, we did our Hacker News launch. A week or so later, out of the 18,000 applications that came in for the batch, Workflow86 was one of the companies that received the following email: What followed was a frenzy of interview prep and mock-interviews with YC alumni. The day of the interview came, and I thought I completely bombed it. I spent the 24 hours after the interview so focused on telling everyone not to get their hopes up, that I completely missed this email: After another frenzied period of calling up YC, I finally reached a partner and confirmed that Workflow86 was in. We were now a YC-backed company. It was all pretty surreal for a while, but it finally sunk in when we turned up on the Y Combinator company directory: ## 5 lessons from Winter 2022 Y Combinator Winter 2022 took place between January 2022 and March 2022. It was certainly an interesting time to have gone through YC. It appears that Winter 2022 will be the last fully remote batch. Winter 2022 was also one of the largest and most international batches ever, as well as the first batch to receive the new YC deal. In the 12 or so weeks of the batch, these were a few (of the many) lessons learned, many of which can be applied or replicated by startups regardless of whether you are doing YC or not. ### 1\. Progress expands to fill the time allocated to it Parkinson’s Law: work expands to fill the time allotted for its completion. Simply put, Parkinson’s Law states that you allocate yourself X amount of time to achieve Y, then Y will expand to fill X. One way in which you can use this to your advantage is to constrain the amount of time you have to complete a task or milestone. This is one of the core themes of the YC batch. As soon as you get accepted into YC, a time has been allocated for you, between that very moment and demo day. This is about 12 weeks from the start of batch to demo day. This time constraint is used to apply pressure and get startups in the cohort to make as much progress as they possibly can in a set amount of time. Additional time constraints during the batch are also set by weekly meetings with your partners and section. The underlying idea is simple: speed equals time over distance. If you can cover the same amount of distance over a shorter period of time, you are moving faster. This is one feature of the YC batch that can be replicated by any startup – set a deadline or time constraint for a goal and then subtract an extra 20-50% to make that deadline even more ambitious. It is surprising how much you can get done by imposing some additional time pressure. ### 2\. Disclose your symptoms – it is your well-being at stake Throughout the start-journey, you will seek and get advice. During YC, the process of seeking and receiving advice occurs on a regular basis during weekly office hours with your group partners. Assuming you have trusted and experienced advisors, the critical factor in the quality of advice you receive is the amount of context and information you provide to them. The analogy here is that your YC partners are a lot like doctors – the quality of their advice depends on you providing them with as much information as you can about your problems and pain points. If you hide or distort the problems you are facing, there is a good chance that you will get misdiagnosed, and things may seem to be less serious than they actually are or more serious than they actually are. This in turn can lead to the wrong remedial actions being prescribed with little to no impact on the problems you face, or potentially even making them worse. Being transparent with advisors with the state of your company should not be a difficult or uncomfortable thing to do. None the less, it is difficult and uncomfortable. I think much of this is driven by a sense that if problems are disclosed then your advisors will somehow look down upon you or lose faith in your ability to deliver. However, if you have surrounded yourself with trusted, high-quality advisors who are truly invested in your success, it is clear that they much prefer bad news than no news at all. Good advisors (and investors) know it is in their interest to help you detect problems early and prevent them from becoming potentially fatal to your company. In turn, they should create an environment in which this is encouraged and any hesitation is actively dispelled. YC was pretty clear with this at the start. To paraphrase one partner: We know your startups are fundamentally broken…we are not going to take our money back. We are here to help, but we can’t help unless you talk to us Early detection means early prevention – something that applies as equally to your startup as it does to your own health and well-being. This ultimately starts with sharing as much context and information as you can with those who want to help. ### 3\. Someone has been through it (and worse) and survived Building a startup is one of the most difficult things you can do. As much as it has been glorified in popular culture, the early days are often full of uncertainty. Running a startup is a lot like running a marathon blindfolded. It is long and exhausting, and you have no idea about whether you are running in the right direction, whether you are running fast enough and where the finish line actually is. One issue that emerges from this state of uncertainty is the lack of context on the relative scale of the problems and challenges you are facing. In the absence of any clear solution, many problems can seem insurmountable or even fatal. One way YC remedied this was by surrounding you with other founders across a wide range of stages. The YC alumni network is expansive, encompassing everything from founders who have been there and scaled their company to IPO and beyond, to founders at the same stage and experiencing the very same problems as well. Beyond the knowledge and experience that comes with this community, one of the benefits of this diverse range of experience is simply the reassurance that someone has been through exactly what you are going through (and sometimes much worse) and survived. You can’t help but realize you are a lot more resilient than you think after hearing about the early days at companies like AirBnB and Coinbase. YC provides such a network of founders almost instantly, but this is a lesson that any startup can also apply. Simply put, it pays to network and connect with other founders across a range of different stages. ### 4\. Knowing you are wrong is better than not knowing at all One of the bad habits developed from years as a professional overachiever is an aversion to making mistakes. I’ve found this is particularly the case if you have come from professional services such as consulting or law. The problem is that aversion to making mistakes often means you will default to inaction over action in the face of uncertainty. As a startup, you have a set amount of time and energy to live. Inaction means you are treading water and slowly drowning, rather than furiously swimming towards the shore like you should be. One of the big lessons from YC was that when faced with uncertainty, it was better to make an assumption and vigorously pursue that to a conclusion of success or failure, than it was to leave it as a hypothetical question. Simply put, knowing you are wrong is infinitely better than not knowing whether you are right or wrong at all. The overarching uncertainty for any early-stage startup is “are we building something that people want?”. The most obvious and clearest way to manifest action towards this question is to launch your product and put it in front of people. Launch it early, and launch it over and over again. Defaulting to action can be difficult because action often means confronting uncomfortable situations like users rejecting what you have built. There is a temptation here to indefinitely delay action so you can remain in the realm of possibilities rather than a reality of rejection. But again, all you are doing is treading water while slowly drowning. Defaulting to action is perhaps one of the most important reflexes you can develop and certainly one which I keep top of mind on a day-to-day basis. ### 5\. There are no silver bullets, only lots of lead bullets At the end of the batch, the YC partners said something really stood out to me. To paraphrase: “Success doesn’t come from a single silver bullet, but from a massive amount of lead bullets thrown at your target” I like the analogy of silver bullets vs lead bullets because it highlights that what underpins startup success is far less glamorous or dramatic as we would think or hope. Many may come into YC thinking that it is the “silver bullet” for their startup. The logic goes “If I get into YC, then I will succeed”. Even once you get into YC, it is easy to fall into this “silver bullet logic” of “if I do/achieve/get X then all of my problems will be solved”. Without a doubt, YC will increase your chances of success. It does so by providing you with access to an incredible wealth of startup resources and knowledge. It will also connect you with perhaps the best startup community in the world. It will also provide you with a massive “loan of credibility” that will make investors, customers, potential employees, and others take you more seriously simply because you are backed by YC. But it will not solve fundamental problems of your business for you, nor will it alleviate the painful and frustrating work that is inherent to building a startup. As YC reinforced over and over again, building a startup is hard, unforgiving, and painful – it is getting punched in the face everyday and getting up the next day to do it all over again. YC does not change that. Neither does raising money from famous investors, getting featured on TechCrunch or whatever singular event you might think will magically solve everything. YC is not the silver bullet you have been hoping for, but it is the stockpile of lead bullets you actually need to succeed. The emphasis remains on you to make the best use of those resources. ## So, was YC worth it? I get asked this question a lot. My response is an unequivocal yes. YC is not a silver bullet, but it did alter the trajectory of our company, launching us from an obscure startup quietly building away in the suburbs of Sydney, into the same room as some of the best founders, companies and investors in Silicon Valley (and the world). There is still a long and likely difficult journey ahead of us and more lessons to come, but there is also exciting news to announce as well. Until then, it is back to work. [‹ A checklist for pull requests](https://www.workflow86.com/blog/a-checklist-for-pull-requests) ## Startautomatingnow 14 days free trial No credit card required [Get access](https://form.workflow86.com/form/57c15fd2-87b4-45cc-8700-7a7da8607f09) ## Frequently Asked Questions ##### How does Workflow86 work? ##### Do I need to use the AI? ##### Is Workflow86 AI no-code? ##### What context does the AI use when building or editing a workflow? ##### Does the AI know any secrets or credentials I have stored? ##### Can you help me build a workflow? [iframe](https://edit.framer.com/?framerSiteId=540354b44382fa2e928f8cd7185acd12253a798c0025ffdd4c92de2f4c551fa2&nodeId=FWVfzIvXF&source=www.workflow86.com&features=%7B%22editorBarDisableFrameAncestorsSecurity%22%3Afalse%2C%22editorBarOnPageEditing%22%3Afalse%7D)