Building Workflows in DoubleO

Workflows in DoubleO allow you to automate multi-step processes and orchestrate several AI agents, triggers, and specialized actions. This guide covers all the core concepts you need to get started. Follow the steps below to create, configure, and publish workflows that meet your specific needs.

What Are Workflows?

A “workflow” is a repeatable process that automates a series of steps, such as researching information, creating documents, updating records, or sending emails. Each workflow consists of:

• A trigger (or multiple triggers), which tells DoubleO when to start the process.
• One or more actions, which define what DoubleO should do once the workflow has started.

By chaining these steps together, you can automate complex tasks with minimal effort, including data collection, writing content, updating a CRM, or sending follow-up messages.

Using the Self-Building Workflow Builder

DoubleO’s self-building workflow builder can create a fully functional workflow from a simple text description of the process you want to automate.

1. Go to the “Workflows” section in DoubleO and click “New Workflow.”
2. In the prompt field, describe your desired process step by step.
   • For example: “Every day, check my calendar. For each upcoming external meeting, research the prospect by looking at their LinkedIn profile. Draft pre-call notes and email them to me.”
   • Be specific about where you want data sourced from (e.g., LinkedIn, calendar entries, your CRM).
3. Click “Enter” and wait while DoubleO automatically builds your workflow for you.
4. When the process completes, you’ll see a new workflow with pre-configured triggers, agents, specialized nodes, and a suggested structure.

After the self-building tool completes, you can review, refine, and customize the resulting workflow to ensure it follows your exact requirements.

Best Practices When Using the Workflow Builder

• Provide a step-by-step process prompt rather than a broad objective.
  • Good prompt example: “Review calendar → For each meeting, research → Draft follow-up → Send an email.”
  • Less effective prompt example: “Help me get more sales.”
• Specify data sources or reference materials.
  • Example: “Research the user by looking up their LinkedIn profile and relevant news articles.”
• Keep your prompt concise, but be clear about where data should come from or what format you expect.
• Include any desired templates or frameworks you want to apply (e.g., “Use the SPICED format for sales notes.”).

Triggers vs. Actions

• Triggers: Determine how a workflow starts.
• Actions: Tasks performed after a trigger fires.

Types of Triggers

1. Manual Trigger
   • Runs when a user manually enters inputs and clicks “Run.”
   • Helpful for on-demand processes (e.g., “Generate an onboarding document”).
2. Scheduled Trigger
   • Runs the workflow on a defined schedule (e.g., daily, weekly, monthly).
   • Useful for recurring tasks like monitoring a list or sending regular reports.
3. For Each Trigger
   • Special trigger used inside the workflow to execute a sub-process for every item in a list.
   • Example: For each open deal, draft a custom follow-up.
4. Webhook Trigger
   • Starts the workflow from an external HTTP post.
   • Ideal when external tools (e.g., a web form) must automatically pass data to DoubleO.
5. Action Trigger (Coming Soon)
   • Will start a workflow whenever a connected integration performs a specific event (e.g., new email received).

Types of Actions

1. Agent
   • A flexible “smart” step that can research, summarize, and reason over multiple steps.
   • Agents can use tools (e.g., search, documents, spreadsheets, API calls, CRMs) as long as you enable the relevant “skills.”
2. Specialized Nodes
   • Built-in action types (Create, Update, Notification, Workflow, API Endpoint) that give you precise control over data formatting or external integrations.
   • Examples:
     • Create: Generates a new document, spreadsheet, or CRM entry.
     • Update: Updates an existing record (e.g., updating a CRM row).
     • Notification: Sends an email or Slack message, optionally waiting for a reply.
     • Workflow: Triggers another workflow within DoubleO.
     • API Endpoint: Makes a GET or POST call to any external API for custom integrations.

Agents vs. Specialized Nodes

• Agents are ideal for complex or multi-step instructions requiring AI reasoning.
  • Example: “Research the prospect’s LinkedIn and compile a summary of relevant news, then draft a personalized email.”
• Specialized Nodes are best for precise data tasks, like creating or updating a specific record, sending a notification, or calling another workflow.
  • Example: “Create a PDF from the agent’s notes” or “Update contact name and email in the CRM.”

What to Do Before Publishing Your Workflow

1. Review and Edit Agent Instructions
   • Go to each agent’s step-by-step list and confirm it does exactly what you want.
2. Assign Skills (Integrations)
   • If an agent needs access to Google Calendar, CRM, or any other integration, add those skills in the agent’s “Skills” or “Tools” section.
3. Check Context Settings
   • Confirm that relevant workspace-level or workflow-level context is turned on and properly referenced by your agents.
4. Adjust Key Fields
   • Set the correct model (like GPT-4 vs. GPT-3.5) if needed.
   • Ensure specialized nodes match the data source (e.g., “Step 2 Agent Output”) so the right information flows to each step.
5. Perform a Quick Test
   • Manually trigger the workflow with test inputs to see if the outputs match your expectations.

Using Workflow & Workspace Context

• Workspace Context
  • Common documents, brand guidelines, or general references used across all workflows.
  • In each workflow’s “Settings,” toggle on only the workspace context you actually need.
• Workflow Context
  • Documents or references specific to a single workflow (e.g., a unique proposal template).
  • Manage these in the “Settings” tab under “Workflow Context.”
  • Keep them concise and focused so agents retrieve the most relevant information.

Best Practices for Workflow Construction

1. Combine Research and Write Steps
   • Wherever possible, have an agent both research and produce the final deliverable in one step.
   • This reduces cost and increases consistency.
2. Use “For Each” for Lists
   • If you must repeat tasks for every item (e.g., each deal, each contact), surround those actions with a “For Each Trigger.”
3. Modularize with Sub-Workflows
   • If a portion of your process is reusable (e.g., “Update CRM entry”), create that as a standalone workflow.
   • Then call it from other workflows using the “Workflow” node.
4. Use Templates in Context
   • For consistent formatting or brand guidelines, upload your templates and references under “Workflow Context.”
   • Agents automatically use this content without requiring you to copy/paste the entire template each time.
5. Keep Steps Simple and Directive
   • Avoid overly long instructions within any single agent’s step list.
   • Focus on what the agent should do next and which sources to reference.
6. Verify Integrations Carefully
   • If you plan to send emails, update records, or retrieve data from a CRM—test those integrations.
   • Make sure you have granted permissions in “Settings” → “Integrations.”

That’s it! By following the steps above, you’ll be able to create powerful automated processes that combine the flexibility of AI agents with precise actions in DoubleO. For further assistance or troubleshooting, contact our support team at support@00.ai.

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