Feature Overview

The Workflow Builder is a powerful tool within GTM Engine that allows you to create custom automated processes to streamline your sales activities. Typically only available to RevOps or Admin roles, workflows can be used to automate repetitive tasks, extract insights from sales conversations, update CRM records, and deliver timely information to your team all without manual intervention.

Benefits to the User

• Save time by automating routine sales tasks that would otherwise require manual data entry
• Ensure consistency in how sales data is processed and stored across your team
• Extract valuable insights from unstructured sales data using AI-powered processing
• Customize processes to match your specific sales methodology and CRM requirements
• Reduce administrative burden on sales reps, giving them more time to focus on selling
• Improve data quality in your CRM through consistent, automated updates

Accessing the Workflow Builder

1. Navigate to the left sidebar menu in GTM Engine
2. Click on Workflows
3. From the Workflows menu, you have two options:
   • Add a new workflow: Create a workflow from scratch
   • View workflow library: Browse existing workflows

Step-by-Step Usage Guide

Exploring the Workflow Library

The Workflow Library provides access to all existing workflows in the system, organized into three categories:

1. Custom Workflows: Custom workflows created for your specific needs
2. System Workflows: Pre-built workflows used by GTM Engine's core functionality
3. Customized System Workflows: Modified versions of system workflows tailored to specific customer requirements

Within the library, you can:

• Search for specific workflows using the search bar
• Filter workflows by creator
• View details including name, description, creator, version, last update, and status
• Manage workflows through the action menu (three dots) to duplicate or delete workflows
• Bulk select workflows using checkboxes for batch deletion

Creating a New Workflow

1. Initiate a New Workflow

• Click Add a new workflow from the Workflows menu, or
• Click the Create Workflow button from the Workflow Library page

2. Define Basic Workflow Information

• Enter a descriptive name for your workflow at the top of the page by clicking the pencil icon
• Optionally add a description to explain the workflow's purpose

3. Configure Workflow Inputs

Every workflow must have at least one input:

1. Click to add an input
2. Provide a name for the input
3. Add an optional description to clarify what the input represents

4. Add Processing Steps

Every workflow must have at least one processing step:

1. Click the + button in Step 1 to add a processing task
2. Select a task type from the menu:
   • AI Prompt: Generate text or extract information using AI
   • Scrape: Extract data from websites or documents (hosted PDFs)
   • Search: Retrieve Google search results for your provided query
   • Research: Find information from specified sources
   • Get Record: Retrieve data from your CRM
   • Update Record: Modify existing CRM records
   • Create Record: Add new records to your CRM
   • Enrich: Leverage data enrichment providers for additional contact or account information
   • Slack Message: Choose specific messages for processing

5. Configure Task Details (Example: AI Prompt Task)

1. Enter a task name that clearly describes its purpose
2. Optionally add a task description for additional context
3. Specify whether the output will be text or an object
4. Create your prompt in one of two ways:
   • Enter your prompt manually in the prompt field
   • Use the auto-generate prompt option by describing the task you're building
5. Configure advanced options:
   • Model selection: Choose an AI model (Claude 3.7 Sonnet recommended)
   • Temperature: Set lower for data extraction (more precise), higher for creative content
   • Token limit: Define the maximum tokens to use
   • Conditional execution: Set conditions that must be met before the task runs
     • Choose between "any conditions must be true" (OR logic) or "all conditions must be true" (AND logic)
     • Select from various operators: exists, equals, contains, starts with, etc.
6. Add variables to your prompts:
   • Type the @ key to open the variable menu
   • Select from available inputs, system variables, or outputs from previous steps
   • These variables allow your workflow to use dynamic data
7. Click Save to add the task to your workflow

6. Add Multiple Tasks and Steps

• Add as many steps as needed for your workflow
• You can add multiple tasks per step:
  • Tasks within the same step run in parallel and cannot depend on each other
  • Only tasks in subsequent steps can use outputs from previous steps

7. Define Workflow Outputs

1. In the Outputs section, define what the workflow will return
2. Provide a description for each output
3. Map the output to a variable from a previous step's task
4. Define the schema using Zod schema format (JSON format that enforces value types)

8. Save and Publish Your Workflow

• Your workflow remains in draft state until published
• To publish, click Save Workflow
• To discard changes, click Discard Draft

Tips and Best Practices

• Use descriptive names for workflows, tasks, inputs, and outputs to make them easy to understand and maintain
• Add detailed descriptions to help other team members understand the purpose and functionality of your workflows
• Start simple and test thoroughly before adding complexity
• Use lower temperature settings (0.1-0.3) for AI tasks focused on data extraction
• Use higher temperature settings (0.7-0.9) for more creative content generation
• Leverage conditional execution to make workflows more intelligent and efficient
• Consider reusability when designing workflows—create modular components that can be used across multiple processes
• Review the workflow library for inspiration and to avoid duplicating existing functionality
• Document your custom workflows in your team's knowledge base for future reference

By effectively using the Workflow Builder, you can automate routine tasks in your sales process, ensure consistent data capture, and give your sales team more time to focus on what matters most—building relationships and closing deals.