Intro to Workflows

Workflows in DoubleO enable you to streamline processes by combining triggers, actions, and AI-driven agents to create powerful automations. This article explains how workflows operate, the difference between triggers and actions, how to make use of specialized nodes, and best practices to follow when building your first workflow.

What Are Workflows?

A workflow is a sequence of steps that orchestrates how your tasks get done. Think of a workflow like a set of instructions: it begins with a starting condition (a trigger) that sets things in motion. From there, the workflow’s actions—carried out by either an AI “agent” or a specialized node—produce tangible outcomes such as sending emails, creating documents, or updating databases.

• Example Scenario: Imagine you need to pull recent news about a potential client, compile findings into a PDF, and email the document to your team. Instead of doing this manually, you can build a workflow that automatically handles each of these steps based on a schedule or a manual button click.

Triggers vs. Actions

1. Triggers initiate a workflow. They tell DoubleO when (or why) the process should start.
2. Actions define what happens after a workflow starts. They can do almost anything—from querying a database, to creating deliverables (like a PDF or spreadsheet), to sending an email.

• A simple metaphor: if you think of a workflow like a chain reaction, the “trigger” is the spark, and the “actions” are the sequence of fireworks set off afterward.

Types of Trigger

Below are the most common triggers in DoubleO:

1. Manual Trigger
   • Activated by clicking a button in DoubleO.
   • Can include a form so you can input specific data (e.g., a customer’s name).
2. Scheduled Trigger
   • Runs automatically at defined intervals (e.g., every day at 9 AM).
   • Ideal for recurring tasks such as daily data clean-up or weekly newsletters.
3. Webhook Trigger
   • Listens for incoming requests from external tools or APIs.
   • Example: A Google Form submission can send a webhook that starts the workflow.
4. Action Trigger (Coming Soon)
   • Will allow external events (receiving emails, CRM updates, etc.) to automatically launch a workflow.
5. For Each Trigger
   • Repeats your workflow steps for every item in a list.
   • Example: If you have a list of five new leads, the for-each trigger will run the workflow for each lead separately.

Types of Action

Workflows use actions to accomplish all sorts of tasks:

1. Agent
   • A specialized AI node that can handle research, reasoning, and tool usage.
   • You can direct an agent to (for instance) research a topic, generate text, or analyze data.
2. Create
   • Creates new items such as documents, spreadsheets, databases, or integrated-app objects.
   • Example: Automatically generate a PDF from the agent’s research output.
3. Update
   • Modifies existing data (e.g., database entry, CRM record, or file).
   • Example: Add notes to a CRM contact after a customer call.
4. Notification
   • Sends messages via email or Slack and can optionally wait for replies before continuing.
   • This is perfect for interactive workflows that depend on an external person’s answer.
5. Workflow
   • Kicks off another workflow from within the current workflow.
   • This “workflow-of-workflows” approach is great for modularity, so you can reuse smaller workflows elsewhere.
6. API Endpoint
   • Calls a custom API to fetch data or trigger an external system.
   • Handy for integrations with apps that DoubleO doesn’t natively support.

Agents vs. Specialized Nodes

• Agents are AI-driven components that can handle logic, research, and flexible tasks. They:

• Have step-by-step instructions called an SOP.
• Can use tools (e.g., Google Docs, CRM integrations) to accomplish tasks.
• Typically handle more creative or open-ended tasks like “Draft an email” or “Research a competitor.”

• Specialized Nodes (Create, Update, Notification, etc.) handle specific, structured tasks with predetermined inputs and outputs. They:

• Are perfect for tasks requiring a clear format (e.g., “Create a database record with columns A, B, and C.”).
• Are easier to maintain and update because they handle narrower tasks.

Using Workflow & Workspace Context

DoubleO provides two layers of context that help workflows produce the right results:

1. Workspace Context
   • Shared across all workflows in your workspace.
   • Great for company-wide guidelines like branding, messaging, or standard operating procedures.
2. Workflow Context
   • Specific to a single workflow.
   • Ideal for templates, references, or instructions that only apply to that particular workflow.
   • For example, a “Client Follow-Up Template” document can be attached here to guide the workflow’s wording.

To include context within your workflow:

1. Go to the “Settings” tab in the workflow.
2. “Toggle on” any relevant workspace context you want to use (like brand guidelines).
3. Add workflow-specific context documents or links (like a PDF summary or template) under “Workflow Context.”

Using the Document View and Canvas View

DoubleO offers two ways to edit and visualize your workflow:

1. Document View
   • Displays instructions and workflow steps in a structured, text-based format.
   • Good for quickly editing SOPs or reviewing the logic step by step.
2. Canvas View
   • A visual builder that shows your workflow as a flowchart.
   • Lets you see the structure of triggers, agents, and actions in a graphical layout.
   • Ideal for those who prefer a drag-and-drop style interface.

Both views edit the same underlying workflow. You can switch between them anytime without losing your changes.

Best Practices for Workflow Construction

1. Write Process-Based Prompts
   • When you create a new workflow, list the steps in a “Do X, then Y, then Z” format.
   • This helps DoubleO generate an accurate series of actions and agents.
2. Focus on Deliverables
   • Group related research or data generation into a single step if it all contributes to the same deliverable.
   • Avoid fragmenting tasks too much—large numbers of tiny steps can increase costs and complexity.
3. Use Modular Workflows
   • If you have a well-defined workflow you might reuse in other processes, create it as a separate “child” workflow.
   • Then, call that child workflow from your main workflow using the Workflow action node.
4. Combine Research with Output
   • If an agent needs to gather details from multiple places to build a final deliverable (like a blog post or a sales note), keep research and output creation together in the same step.
   • This ensures the agent has immediate access to everything it needs, reducing confusion.
5. Use the “For Each” Node for Lists
   • Whenever you need the same workflow steps to repeat for each item in a list (e.g., multiple leads), embrace the “For Each” node.
   • It automatically loops through each item, saving you from manually duplicating actions.
6. Centralize Templates
   • Keep your most-used email or document templates in the Workflow Context or even a shared Google Doc.
   • This lets you maintain and update templates in one place so all future runs stay consistent.

Need More Help?

If you have additional questions about building or managing workflows, reach out to support@doubleo.ai. The DoubleO team is here to help troubleshoot any issues and offer personalized guidance on constructing your automations.

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